Executive Assistant and Office Secretary

Prime Scientific is seeking a talened and ambitious individual to join its team in the job of Executive Assistant / Office Secretary to work in its Dar e Salam branch and perform the following duties:


Company: Prime Medical and Technical Equipment Ltd (subsidiary of Prime Scientific)

Job Location: Dar e Salam, Tanzania

Employment Type: Full Time Employment


A. Front desk duties:


  1. Maintain effective internal and external communication by phone, email, and written communication.
  2. Receive client inquiries and support requests and log in the CRM system
  3. Attend to visitor needs and serve refreshments to visitors.
  4. Maintain cleanliness of the reception area and manager office and follow up maintenance, purchase, and general requests from initiation to closure.
  5. Receive, send, or forward any company mail in coordination with relevant post service providers


B. Secretarial duties:


  1. Attend relevant meetings and record meeting minutes and mail to concerned parties. Follow up meeting action plans with relevant stakeholders and update the management
  2. Arrange and coordinate meetings or conferences or seminars or events as per the need of the company.
  3. Coordinate and arrange travel plans for local or overseas travel for company personnel
  4. Keep electronic and physical records of all management and board meetings and resolutions.
  5. Maintain electronic and physical records of accounting documentation (e.g. invoices, receipts, debit notes, credit notes, etc.)
  6. Maintain electronic and physical records of company Contracts in the File Master or the Sales or Purchasing modules as well as additional documentation and contractual communication.
  7. Maintain effective communication with prospects and clients and update the company CRM


C. Administrative & Operational duties:


  1. Raise and follow RFQs to vendors and follow the buying process from PO to receipt and invoicing and payment.
  2. Follow sales orders and communications with clients from initiation until completion.          
  3. Raise payment requests for review to operational manager and follow payment remittance with authorized signatory until payments to suppliers are received.
  4. Raise payment requests to customers and follow receivables until payments are settled against outstanding invoices     
  5. Raise expense claims for approval with management and settle payments after approval.
  6. Maintain and be responsible for petty cash for performing daily activities and operations and raise expense claims reflecting accurate records in the company ledger.
  7. Enter journal transactions in the company ledgers and assigning to management for submittal with supporting documentation
  8. Maintain VAT Return record and follow up with management timely submittal of VAT Returns to avoid penalties
  9. Maintain Corporate Tax record and follow up with management the timely submittal of Tax Returns to avoid penalties
  10. Follow with management timely submittal of financial statements to the auditors to issue audited financial statements to the relevant authorities in a timely manner to avoid penalties.
  11. Maintain record of employee visas and follow up timely submittal and processing of visa renewals by company PRO.
  12. Assist in submittal and processing of employment visas and renewal for the company staff..
  13. Prepare and follow submittal of all relevant documents for Tenders which the company is participating in a timely manner
  14. Assist sales team in preparing and ending of quotations to clients and following up as per the weekly follow up reports.


Skills required:


  1. Education: minimum Higher Diploma in Business Administration or Secretarial Practice
  2. Language: minimum Swahili and English language + any additional language will be extra
  3. Computer skills: proficiency in MS Office applications. Knowledge in performing operations in CRM/ERP software is also preferred
  4. Communication skills: proficient in email and written communication as well as proficiency in personal communication whether by telephone or in-person.
  5. Personal skills: proficient in secretarial skills and high organization and multitasking skills. High teamwork and coordination skills. Good understanding of work culture and dealing with different stakeholders. Ability to work under pressure and meet deadlines. 


Personal profile:


  1. Age range from 22 to 33 years
  2. Females will be preferred.
  3. Tanzanian citizens will be preferred.
  4. Having current residence in Dar e Salam
  5. Needs to have minimum 3 years’ experience in secretarial and administrative field. Knowledge in basic accounting and expense management would be preferred.


For more information:


Please email us at: careers@prime-scientific.com for more information

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