Internal Client Services - Front Office Administration Assistant

At Deloitte, our Purpose is to make an impact that matters for our clients, our people, and society. This is the lens on which our global strategy is set. It unites Deloitte professionals across geographies, businesses, and skills. It makes us better at what we do and how we do it. It enables us to deliver on our promises to stakeholders, while creating the lasting impact we seek.

Harnessing the talent of 450,000+ people located across more than 150 countries and territories, our size and scale put us in a unique position to help change the world for the better—by bringing together the services we provide, the societal investments we make, and the collaborations we advance through our ecosystems.

Deloitte East Africa provides seamless cross-border services to multinationals, large national enterprises, small and medium sized enterprises and the public sector; with offices in Kenya, Tanzania, Uganda and in the process of expanding our operations by re-opening an office in Ethiopia.

A career with Deloitte offers you the opportunity to engage with and work alongside leading corporations within the East African region, and an opportunity to start and grow your career within a dynamic and rewarding environment. You will get the support, coaching and training needed to advance your career in Tanzania and within the East Africa market.

About the Department

The Administration and Security department is created to ensure that our internal and external clients experience and work in a secure, safe, hospitable and functional workplace.

We currently have exciting opportunities for two (2) dynamic individuals to join our Internal Client Services – Administration team as Front Office Administration Assistants . This position will be based in our Dar es Salaam, Tanzania office.

Main purpose of the job

To deliver support on designated administrative tasks with a focus on accuracy and timeliness. To ensure timely and accurate reservation of the required air tickets and accommodation in line with the set Deloitte standards and procedures. Effectively managing of the front office area.

Receptionist & Admin Assistant

- Visitor Management: Receive clients and visitors and notify relevant department/staff members of their arrival
- Switchboard Management: Receive telephone messages and advise staff or clients
- Ensure that the reception area is always kept tidy
- Receive and record incoming hand deliveries, sign for them, and track delivery of the same to appropriate individuals internally promptly
- Ensure that all outgoing mails/documents are registered and signed for upon pickup by the right recipients
- Prepare monthly costing of outgoing couriers for re-charging and pass them to the Administration Officer for checking and forwarding to the Finance department before the set deadline
- Hold letters, cheques, and documents for collection by clients
- Ensure necessary publications are available at reception.
- Book meeting rooms through an Outlook calendar for staff as and when requested
- Ensure that meeting rooms are under lock and key provided upon signoff to the people who booked to use them
- Arrange international and domestic travel through booking flights & taxis for staff
- Ensure relevant approvals and accountability for all transport
- Manage the diary/electronic schedule of the Partner/Director, including acknowledging invitations, scheduling appointments, and keeping track of all planned meetings that require attendance by the Partner/Director
- Support with arrangements for visiting Partners/Directors (Hotel booking, airport transfers, local transport, office access, office space, and any other required enablers for visits)
- Making travel arrangements and processing travel expenses and claims

Office Administration

- Perform background research/collect information for various special reports required by the Partners and Managers, and present the findings in a usable form
- Order all office stationery/ business cards, including all printed stationery
- Request for cash for Newspapers, Water, Partners lunch, and other related items as and when they arise
- Order all kitchen consumables, i.e., sugar, tea bags, Coffee, etc.
- Maintain stock controls of all office materials and consumables
- Co-ordinate courier services
- Process office recharges for: Car Hire, Partners’ lunches, milk, newspapers, and DHL packages
- Raise local purchase requisitions, purchase orders, and goods receipt vouchers
- Follow up on all invoices in assigned areas to ensure correctness of invoices, timely approval, and follow up on payments
- Involvement in the supplier’s procurement processes
- Recharge the stationery and photocopy docket
- Ensure that quarterly maintenance service of office equipment is carried out as per the contract
- Ensure that the office machines/equipment are always in good working order, and any faults reported and necessary repairs carried out promptly

Facilities, Security ,Safety and Health

- Oversee the security of the office by ensuring doors are locked at the prescribed time and report any security issues arising to the Admin/Security Officer
- Support the Admin officer in Occupational Safety and health compliance and matters arising
- Coordinate activities that keep the office hospitable: Cleaning, assets management, service and maintenance etc.

Events Management

- Coordinate logistics and planning for special events, conferences, meetings, and other training on or off-site, including booking rooms, preparing presentation materials, and ensuring that catering services and other necessary materials are available
- Contribute to the development of effective communication and knowledge management systems, including efficient handling of paper flow, storage, retrieval, and sharing of information within the department and wider firm, updating departmental procedure manuals and practice guidelines, while maintaining the necessary levels of confidentiality

Requirements

Bachelor's degree in any discipline with a minimum of Second Upper Division or equivalent qualification; Minimum three (3) years of professional experience in administrative or client services roles; Proficiency in Microsoft Office Suite, with demonstrated expertise in Outlook for calendar management and scheduling; Strong written and verbal communication skills with the ability to prepare professional reports and documentation; Proven organizational and multitasking capabilities with the ability to manage multiple competing priorities effectively; Meticulous attention to detail with strong record-keeping and documentation practices; Demonstrated customer service experience with the ability to interact professionally with clients and senior management; Ability to handle confidential information with discretion and integrity; Must be a Tanzanian Citizen