Are you a detail-oriented professional with a passion for administrative excellence and travel coordination? Jhpiego Tanzania, an affiliate of Johns Hopkins University, is currently hiring for the position of Associate Administrative Officer – a dynamic role that combines office management, receptionist duties, and air-ticketing responsibilities. This is your chance to join an internationally recognized organization dedicated to improving healthcare outcomes, Application Deadline: August 11, 2025
About the Role
Jhpiego is seeking a qualified and experienced Associate Administrative Officer to provide comprehensive administrative and office support. The successful candidate will be responsible for managing all aspects of local, regional, and international travel for staff and consultants, hotel arrangements, visa processing, office management, and guest reception.
Reporting to the Senior Operations Manager, this role requires a proactive professional who is highly organized, responsive, and capable of juggling multiple responsibilities with minimal supervision.
Key Responsibilities
1. Air-Ticketing & Travel Management
- Manage Blanket Purchase Orders (BPO) to monitor travel expenses with service providers.
- Coordinate local, regional, and international staff travel, including booking air tickets and arranging airport transfers.
- Process travel advances (TAR), hotel bookings, and visa applications.
- Maintain an updated record of staff passports and ensure validity before travel.
- Liaise with travel agencies to manage and update Technical Service Agreements.
- Reconcile monthly statements from travel agents and follow up on pending payments.
2. Hotel & Accommodation Arrangements
- Facilitate hotel bookings and accommodation for international travelers.
- Work closely with Jhpiego’s Baltimore office to ensure seamless hotel payments via credit cards.
- Verify hotel and transfer invoices and ensure proper documentation for payment processing.
- Coordinate with VAT outsourcing companies for eligible refunds.
- Regularly update Jhpiego’s hotel list and vendor contracts.
3. Office Management & Reception
- Act as the first point of contact for visitors, ensuring professional reception and assistance.
- Oversee office cleanliness, manage conference rooms, and ensure they’re meeting-ready at all times.
- Handle incoming and outgoing mail; manage mailbox keys and mail distribution.
- Maintain security of the office environment by managing locks, lights, and equipment usage.
- Coordinate fumigation schedules and routine maintenance of office equipment.
- Support the Operations Manager in handling utility bills and ensuring timely payments.
4. Petty Cash Management
- Manage the petty cash account in line with organizational policies.
- Ensure proper coding, documentation, and reconciliation before submission to Finance for replenishment.
Qualifications & Skills
Required
- University degree or college diploma with at least 5 years of experience in a similar administrative or office support role.
- Background in secretarial training or office management.
- Proficiency in Microsoft Office and office equipment.
- Fluent in both English and Kiswahili.
- Experience working in an international or NGO environment.
Preferred
- Strong multitasking and organizational abilities.
- Prior experience managing multicultural teams.
- Excellent communication, interpersonal, and problem-solving skills.
- High integrity, confidentiality, and professionalism.
- Ability to work under pressure and meet tight deadlines.
- Positive, flexible, and cooperative attitude.
Why Work With Jhpiego?
Jhpiego offers a competitive salary, a comprehensive benefits package, and an inclusive, supportive work environment. This is more than a job—it’s a chance to make a real impact in global health.
How to Apply
To apply, please visit: www.jhpiego.org/careers, Ensure you upload a single document that includes your cover letter, resume, and references. For more information, visit: www.jhpiego.org
Important Notes
- Only shortlisted candidates will be contacted.
- Selected candidates will undergo a pre-employment background check.
- Jhpiego does not charge any fees at any stage of the recruitment process.
- All communication should come from an official @jhpiego.org email address.
- Report recruitment scams to: Info@jhpiego.org
About Jhpiego
Jhpiego is a nonprofit global health leader affiliated with Johns Hopkins University, dedicated to saving lives, improving health, and transforming futures. The organization is committed to equal opportunity employment and strongly encourages applications from women, Indigenous peoples, and individuals with disabilities.
