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
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