Job Description: Administrative Assistant

Job Summary

Ifakara Health Institute (IHI) is seeking a qualified Administrative Assistant to be stationed in Ifakara, Morogoro. The successful candidate will provide comprehensive administrative and logistical support to project managers and teams, ensuring smooth day-to-day project operations. The role involves managing schedules, coordinating meetings, organizing documentation, tracking tasks and budgets, handling communications, supporting procurement and payments, and coordinating human resource–related matters.

Key Responsibilities

Perform general clerical duties, including photocopying, scanning, filing, mailing, making phone calls, and responding to emails.
Maintain both hard-copy and electronic filing systems, ensuring accurate and up-to-date records for project activities, office space, and supplies.
Liaise with the Procurement Unit and follow up on project goods, services, utilities, and related bills.
Coordinate with the Human Resources Unit on project staff matters and maintain personnel records.
Organize and coordinate meetings, trainings, and workshops, including managing related payment processes.
Set up meetings and assist project staff with conference arrangements and work-related travel.
Order and manage project supplies for office and research activities.
Ensure the study site is properly organized and adequately supplied for daily activities.
Support adherence to study protocols and compliance with ICH Guidelines for Good Clinical Practice (GCP).
Maintain close and professional working relationships with government officials in the study area.
Conduct duties with professionalism, competence, accountability, integrity, and ethical standards.
Perform any other duties as assigned by the supervisor.

Desired Skills and Competencies

Strong computer and ICT skills.
Excellent interpersonal, organizational, and communication skills.
Ability to work flexibly in a changing environment and support team members effectively.
Strong problem-solving abilities and teamwork skills.
Proactive approach with good time management skills.
High level of emotional intelligence.

Qualifications

Essential Qualifications

Diploma in Secretarial Studies, Public Administration, or Business Administration.
Certificate in Computer Studies.

Experience

Minimum of one (1) year of relevant experience performing similar administrative duties in a reputable organization.

Language Requirements

Excellent written and oral communication skills in English and Swahili.

Application Timeline

Job Opening Date: 13 January 2026
Job Closing Date: 26 January 2026

To apply for this job please visit recruitment.ihi.or.tz.

Spread the love