Administrative Assistant- Dodoma

In your role you perform the specified commercial, organizational and administrative tasks correctly and on schedule in collaboration and consultation with your line manager, in
accordance with the specified objective and with due regard for legal, contractual and internal requirements and procedures. You deal independently with specialist matters associated with processing offers and commissions, finance, monitoring costs, IT and HR and perform all the related organizational and administrative tasks. You work constructively with all internal and external colleagues in your area of responsibility and ensure that the administration of all processes runs smoothly. Your key duties include maintaining appropriate internal and external communications. In response to enquiries, you provide general information within your specialist area based on established processes and with due regard for compliance rules. You also provide information and advice on internal workflows. You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation. You perform the tasks assigned to you by your line manager, where required

Duty station: Dodoma

Fixed term
contract

Job allocation:
Band 2

Responsibilities and Tasks

Core Tasks

a) Administrative Duties
Responsible for executing a broad range of commercial, organisational, and administrative tasks efficiently, and in alignment with legal, contractual, and internal GIZ requirements. These tasks
are carried out in close consultation with your line manager. Independently manage specialized functions related to cost control and IT, ensuring smooth office operations and effective
communication with internal teams and external partners. Uphold compliance standards, contribute to process optimization, and maintain accurate documentation. Provide general
information within your area of expertise and advise on internal workflows,
contributing to knowledge management and process development.

b) Financial Management Duties

Support financial planning, procurement, budget monitoring, and payment processing in coordination with your line manager and Country Office. Ensure adherence to internal and external financial procedure sand compliance standards.

Maintain accurate records, assist in procurement processes, and help ensure timely fund availability in collaboration with the relevant country office staff.

Provide financial data and insights for internal and external reporting, contribute to ongoing process improvements, and maintain well-organised documentation.

Carry out any additional tasks assigned by your
line manager.

Detailed tasks

a) Administrative Duties

Responsibilities:

• Independently manage specialized
  administrative tasks related to finance, cost monitoring, and IT systems.
• Ensure smooth day-to-day administrative
  processes and maintain effective communication with internal and external
  stakeholders.
• Respond to inquiries professionally and
  share accurate information in line with GIZ compliance standards.
• Advice on internal workflows and contribute
  to knowledge sharing.

Tasks:

• Provide secretarial and administrative
  support to the Liaison Office (calendar management, travel arrangements,
  telephone communications, visitor management).
• Maintain structured filing systems and
  track program documentation in line with internal and donor standards
  (e.g. budgets, procurement records, key correspondences).
• Serve as a point of contact and liaison
  with external agencies and institutions.
• Organise and support meetings, workshops,
  conferences, and special events.
• Prepare reports, manuals, presentations,
  and tools as needed in collaboration with the Liaison Officer.
• Monitor office cleanliness, supply levels,
  and operational needs.
• Manage office inquiries professionally and
  direct them appropriately.
• Maintain and update the partner contact
  database in coordination with the Liaison Officer

b) Financial Management Duties

Responsibilities :

• Support monthly office financial planning
  and document agreed plans.
• Initiate procurement processes for office
  services and supplies within delegated authority.
• Assist in preparing procurement
  documentation in compliance with GIZ procurement policies.
• Monitor financial flows and coordinate with
  the Liaison Officer and Country Office to ensure timely fund requests.
• Maintain updated, audit-ready financial
  records according to GIZ standards.

Tasks:

• Assist in the development of the monthly
  expenditure and budgeting plan.
• Prepare a costing plan for common office
  items and services.
• Handle procurement of materials and
  services in collaboration with the Liaison Officer.
• Ensure timely and accurate processing of
  all payment flows and fund supply, liaising with the country office
  Finance Team.
• Manage and reconcile the office cashbox.
  

Generate financial reports, including the monthly Cash Protocol.

Required Entry Qualifications and Competencies

Qualification
Diploma or bachelor’s degree in business administration, Accounting, Finance, or a related field.

Minimum of 5 years of relevant administrative and/or financial experience, ideally in an
international or donor-funded organization.

Strong understanding of procurement and financial procedures.

Experience in managing petty cash, budgeting, and expenditure tracking.

Proficiency in MS Office applications, especially Excel and Word.

Familiarity with GIZ systems and financial guidelines is an advantage.

Strong interpersonal skills and ability to work independently with minimal supervision.

Fluency in English and Kiswahili.