The Administrative Assistant keeps TSS running smoothly day to day. The role combines office administration, customer care, business development support and personal assistance to the Executive Director, and is the first point of contact for clients and visitors.
KEY RESPONSIBILITIES
Business Development Support
- Research and identify potential new clients, partners and business opportunities.
- Compile and maintain a database of leads and prospects, and follow up on them.
- Prepare introductory emails, company profiles, proposals and quotations for review.
- Support the Executive Director in preparing tenders and presentations, and track their progress.
- Represent TSS positively at networking events and meetings where required.
Office Administration
- Manage daily office operations, including reception, correspondence, phone calls and visitors.
- Order and monitor office supplies, equipment and services; liaise with suppliers and vendors.
- Keep petty cash records, process invoices and receipts, and assist with basic bookkeeping and reporting.
- Coordinate travel, venue and logistics for staff and company events.
- Ensure the office is clean, safe and professional at all times.
Customer Care and Inquiry Handling
- Receive and respond to customer inquiries by phone, email, WhatsApp and in person, promptly and courteously.
- Log all inquiries and complaints, route them to the right person, and follow up until resolved.
- Maintain customer records and track satisfaction and feedback.
- Escalate complex or sensitive matters to management in good time.
Personal Assistant to the Executive Director
- Manage the Executive Director’s diary, appointments, meetings and travel arrangements.
- Screen calls, emails and visitors, and prioritise matters needing attention.
- Draft letters, reports, minutes and presentations; take and circulate meeting notes and track action points.
- Handle confidential information with complete discretion.
Records and File Management
- Set up and maintain an organised filing system, both physical and digital (contracts, client files, HR, finance, licences).
- Ensure documents are correctly labelled, backed up and easy to retrieve.
- Archive and dispose of records according to company policy and confidentiality requirements.
Other Start-up Duties
- Assist with social media updates, the company website and marketing material.
- Help set up and improve administrative processes, templates and procedures as TSS grows.
- Support HR administration: staff records, leave tracking, onboarding and recruitment coordination.
- Assist with compliance paperwork such as business licences, tax and statutory documents.
- Perform any other reasonable duties assigned by the Executive Director.
QUALIFICATIONS AND EXPERIENCE
- Bachelor’s degree in Accounting or Business Administration.
- At least 2 years’ experience in an administrative, PA or customer service role (start-up experience is an advantage).
- Proven experience in filing and records management.
SKILLS AND ATTRIBUTES
- Excellent written and spoken English; Kiswahili is an advantage.
- Proficient in Microsoft Office (Word, Excel, Outlook) and online tools such as Google Workspace, Zoom and WhatsApp Business.
- Strong organisation, time management and ability to multitask under pressure.
- Professional, friendly and confident with clients and senior management.
- Integrity, discretion and reliability.
- Self-motivated, resourceful and willing to learn and take initiative in a growing business.
KEY PERFORMANCE INDICATORS
- Speed and quality of response to customer inquiries.
- Number of new leads identified and followed up.
- Accuracy, organisation and accessibility of files and records.
- Timely preparation of documents and schedule support for the Executive Director.
HOW TO APPLY
Send your CV and a cover letter to info@sharedservices.co.tz with the subject line “Administrative Assistant – TSS”. Applications are reviewed on a rolling basis, so early application is encouraged. Only shortlisted candidates will be contacted.
