JOB DETAILS:
The Government of the United Republic of Tanzania obtained a loan from BADEA, Kuwait Fund and Saudi Fund for Rehabilitation and Expansion of Mnazi Mmoja Hospital Project – Zanzibar. The Ministry of Health-Zanzibar representing the Government of the United Republic of Tanzania intends to apply parts of this loan to finance the management of the Project through the establishment of the Project Implementation Unit (PIU) for rehabilitation and expansion of Mnazi Mmoja Hospital in Zanzibar. The duration of the implementation phase is three years and Operation & Management phase is one year, the project is expected to be completed by the end of 2026. The following staff will be recruited in order to facilitate the Project.

SECRETARY – ONE POST

Main Tasks and Responsibilities
• Front desk management both for visitors and handling telephone communications.
• Prepare and manage correspondence, reports, and documents.
• Maintain updated address and phone lists of Government officials and stake holders.
• Organize and coordinate program meetings, meetings for visiting missions/delegations, conference, and travel arrangements.
• Implement and maintain office systems.
• Filing and safekeeping of project documentation and database to ensure timely and correct flow of information to all relevant stakeholders.
• Maintain a proper record of all incoming and outgoing documents to and from the project which includes management of file, letter and memo scroll, hardcopy and softcopy storage of all documents etc.
• Communicate verbally and in writing to answer inquiries and provide information.
• Coordinate flow of information both internally and externally.
• Filing and safe keeping of project documentations and database to ensure timely and correct flow of information to all relevant stakeholders.

Requirement and Qualifications – 55% marks
(a) Intermediate degree in Management, business administration, law, education and its equivalents (Bachelor’s degree preferred).
(c) Good command in basic computer skills.

Experience – 40% marks.
(a) At least 5 years of experience in secretarial services.
Experience in financial management and has worked in donor funded projects.

Language 5% marks
(a) Excellent knowledge of English and Swahili languages.

Working conditions
The Secretary will be stationed at the premises of the Mnazi Mmoja Hospital.
Period of Performance and remunerations
The Secretary will be a full-time position within the Project. He/she will be offered a 2 year contract with six months’ probation period. Remuneration will be monthly.

The Secretary of the PIU will report monthly to the Project Manager.
2. All application letters addressed to the

Principal Secretary,

Ministry of Health-Zanzibar, must be submitted by hand to the Procurement and Disposal Management Unit, P.0. Box 236, Ministry of Health-Zanzibar, between 9:00am in the morning and 3:30pm in the afternoon, no later than March 29, Late applications will not be considered. This application is only for Tanzanian citizens.
3. A detailed Curriculum Vitae must be provided on how the requirements specified in this document match the capability, experience, and knowledge.
4. The Application must be submitted on one original and one copy and envelop must be marked “Original” and “Copy” as appropriate. If there are any discrepancies between the original and the copy the original governs. The outer envelope shall be labeled with the submission address, reference number and title of the Post.
5. The Application must be submitted in the English language, all required information must be provided, responding clearly and concisely to all the points set out.
6. The Application document should comprise of the following:
7. Covering Letter.
8. An application letter duly signed on all pages by applicant.
9. Applications shall be evaluated in accordance with the following criteria:
10. Comply with required qualifications.
11. Comply with Experience
12. Comply with Language English and Kiswahili