Mwandishi Mwendesha Ofisi Daraja la II (Office Management Secretary Grade II) at Halmashauri ya Wilaya ya Kilindi

JOB OPPORTUNITY – OFFICE SECRETARY GRADE II

Position Title: Mwandishi Mwendesha Ofisi Daraja la II (Office Management Secretary Grade II)
Number of Positions: 5 (Five Posts)
Employer: Halmashauri ya Wilaya ya Kilindi (Kilindi District Council)
Application Timeline: From 23rd July 2025 to 5th August 2025

Position Summary

The Kilindi District Council is announcing five (5) job vacancies for the post of Mwandishi Mwendesha Ofisi Daraja la II—a professional office secretary responsible for managing office communication, documentation, record keeping, and assisting departmental heads and officials with administrative and clerical tasks. This role is vital for supporting smooth office operations in government offices and public service institutions.

Although there is no summarized job profile provided, the following duties give a full understanding of the role expectations.

Main Duties and Responsibilities

Candidates selected for this position will be required to perform the following duties:

1. Typing Official Documents:
   Accurately type letters, reports, and both routine and confidential office documents using proper formatting and speed. This includes internal memos, meeting minutes, circulars, and official communications.

2. Receiving and Directing Visitors:
   Welcome and receive guests or office visitors professionally, listen to their queries or issues, and provide guidance or direct them to the appropriate departments or officers for assistance.

3. Managing the Supervisor’s Office Calendar:
   Maintain records of all events, appointments, schedules, meetings, official travel, and other important work plans of your supervisor or head of department. Ensure timely reminders and coordination of tasks.

4. Retrieving Files and Documents:
   Search and retrieve required files and documents quickly and efficiently to support execution of office tasks. This includes managing well-organized filing systems both physically and digitally.

5. Receiving and Distributing Files:
   Accept incoming files or documents from other departments or offices and distribute them accordingly to officers or departments where they are needed for review, processing, or further action.

6. Managing Office Records:
   Collect, file, archive, and return office files and documents to appropriate storage or filing systems to maintain clean, accessible, and secure document management.

7. Preparing for Meetings:
   Organize and arrange for meeting logistics. Prepare and compile summaries, notes, and agendas for various official meetings. Assist in writing minutes and follow-up reports.

8. Office Supplies Coordination:
   Prepare and maintain a list of necessary office supplies and stationery. Ensure the office is stocked with required items by coordinating procurement or replenishment.

9. Any Other Duties Assigned:
   Carry out any additional duties that may be assigned by the immediate supervisor or office management to support the operation and efficiency of the office or department.

Minimum Qualifications and Required Experience

To be eligible for this position, an applicant must meet the following minimum academic and professional qualifications:

• Education Level:

  • Must be a graduate of Form Four (O-Level Certificate) or Form Six (A-Level Certificate).

• Professional Qualification:

  • Must hold a Diploma in Secretarial Studies (Uhazili) or possess an NTA Level 6 Certificate in Secretarial or Office Management from an accredited institution recognized by the Government.

• Typing Skills:

  • Must have passed shorthand typing exams in both Kiswahili and English, with a minimum speed of 100 words per minute in both languages.

• Computer Literacy:

  • Must have successfully completed training in computer applications relevant to office management and must be proficient in programs such as:
    • Microsoft Word
    • Microsoft Excel
    • Microsoft PowerPoint
    • Internet browsing and email management
    • Microsoft Publisher
  • Computer training must be from a recognized and government-approved institution.

• Other Skills and Attributes:

  • Excellent interpersonal communication skills
  • Strong time management and organizational ability
  • High integrity and confidentiality when handling documents
  • Attention to detail and accuracy
  • Professional appearance and conduct
  • Ability to work under pressure and meet deadlines

Salary and Remuneration

• The successful candidates will be employed under salary scale TGS C as per the government salary structure.
• The remuneration includes a monthly salary, statutory allowances, and other government employee benefits such as:
  • Health insurance
  • Leave entitlements
  • Social security (pension contributions)
  • Access to career growth and training

Application Instructions

All applicants should ensure that:

• Applications are submitted within the official application period (from 23 July 2025 to 5 August 2025).
• All documents submitted should include:
  • Application letter
  • Updated CV
  • Copies of academic and professional certificates
  • National ID or NIDA number
  • Valid contact information
• Only shortlisted candidates will be contacted for interviews.
• The employer (Halmashauri ya Wilaya ya Kilindi) does not charge any fees for job applications.

This is a great opportunity for competent secretarial professionals seeking a stable government job with career growth opportunities. If you meet the above requirements, apply now and become part of the dedicated public service workforce in Tanzania.