Intern Administrative (Dar es Salaam) Job Vacancy at Jhpiego

Internship Program Overview

Jhpiego Internship program aim at providing experiences to young professionals and mostly those who are fresh graduates and mentor them into professional roles. This internship will provide an experience to a young professional to get good on the job experiences, the tasks involved are not critical and do not require a full-time staff to complete.

The Administrative Intern will have hands-on experience and the ability to learn and gain work experience, which will support the candidate in the job search and increase his/her experience in the Office Administration tasks

Reports to:                             Officer – Administration

Mentor:                                  Senior Manager Operations

Position supervised:              None

Location:                                 Dar es Salaam

This position will be closed on October 10. 2024

Office operations

• Office visitors are well and professionally attended at our reception area
• Receive and monitoring invoices, compile them and recording them to the invoice tracker on daily basis
• Send and receive courier packages and distribute them accordingly
• Provide support to the Jhpiego staff in the office and ensure efficient operation of the reception and front office
• Sorting invoices and attaching relevant supporting document.
• Scanning invoices to upload them in the DocuVantage for approval
• Develop summary for joint PO and fill invoice and finance tracker for finance submission.
• Reconciliation of vendor statement.
• Follow up of missing invoices from vendors after reconciliation
• Make sure the reception area is clean and tide
• Work with cleaners to make sure the office, conference area, banda, kitchen and washrooms are clean all the time
• Follow up of utilities bill payment i.e. electricity (LUKU), water bills
• Managing the use of Conference room and Banda – it should be clean, arranged and ready to use all the time.

Support to CD’s office

• Timely provide Administrative and logistic support to Country Director’s office
• Follow ups with various departments on behalf of CD’s office any issues concerning CD’s office and cross cutting as requested
• OKRs entry for the SMT in the planner and following up/tracking with the SMT on the monthly Updates
• Work closely with the finances on travel expense reports for the CD
• Closely working with Program officers from all projects and other crosscutting staff on CD’s office communications and other correspondences. Including letters
• Moving and follow up specific SMT action points
• Perform any other duties as assigned by the Program Officer and CD Office

• University degree and/or Advanced diploma in related field
• Secretarial training and/or office management/operations training
• Communication skills
• Computer skills