Administrative Assistant job at GIZ

Administrative Assistant

 JOB DETAILS:
Responsibilities

The administrative assistant is responsible for

▪ ensuring tasks are carried out smoothly within the assigned area of responsibility

▪ organising and coordinating all work stages

▪ performing all daily duties in the assigned area of responsibility

▪ maintaining a helpful attitude to customers, ensuring the office creates a professional impression

▪ communicating efficiently with offices with which regular contact is maintained

Tasks

The Administrative Assistant performs the following tasks:

▪ Participate in the review of the correspondence filing process

▪ Write internal and external correspondences

▪ registers, documents and organises incoming and outgoing correspondence (emails, packages and

personally delivered messages)

▪ sorts and distributes incoming correspondence (email, other official documents)

▪ develop an outlook tool to monitor meetings and home office

▪ booking of meeting room, takes minutes of meetings on demand

▪ Monitoring of office vehicle and mileage book

▪ Support on monthly vouchers management and file labelling

▪ Support in inventorying activities

▪ Support on knowledge management and minutes for internal meeting

▪ assists the procurement professionals in all procurement related matters

▪ support in updating and communicate Procurement Status of the E4D Programme

▪ supports all tender processes

▪ procures tickets for domestic and international travel

▪ handling of hotel bookings, car rental etc.

▪ organises visas and other necessary permits and documents

▪ supports other departments of GIZ country office in E4D programme related issues on demand

▪ supports in updating template and procedures related to procurement accordance to PuR and

communicate the changes to E4D Team

▪ performs other duties and tasks at the request of management

Required qualifications, competences, and experience

▪ secondary education

▪ certificate/diploma or similar qualification from a recognised clerical college or BA in business

administration

▪ at least 3 years’ professional experience in a comparable position

▪ good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and

computer applications (e.g. Outlook, MS Office)

▪ very good communication skills

▪ very good knowledge of English, ideally a knowledge of German

▪ willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

Work Hours: 8

Experience in Months: 36

Level of Education: High School

Job application procedure

Applications:

Interested candidates are requested to send their letter of application together with the CV and academic

certificates by email to hr.giz-tanzania@giz.de 

Please use the subject line ‘Administrative Assistant’

Closing date for submission: 22.07.2022

Only shortlisted candidates will be contacted.

GIZ Tanzania is an equal opportunities employer and encourages applications from all qualified and eligible candidates regardless of their gender, origin, religion/belief, disability, or any other minority group