Receptionist/Office Assistance

GIZ is a federally
owned enterprise operating worldwide, assisting the German Government in
achieving its policy objectives in the field of international cooperation. It
offers demand-driven, tailor-made and effective services for sustainable
development worldwide. In Tanzania and across the region GIZ supports the Government
of the United Republic of Tanzania and the EAC in attaining their development
goals. The GIZ Water Programme has been providing technical and financial
support to the Water sector in the country for over 30 years. The GIZ Water
Programme implements a portfolio of water projects across Tanzania. This includes
currently: Water Security and Climate Resilience in Urban Areas of Tanzania
(ProWaS), ProWaS Green and Smart Cities Now Team Europe Initiative
(ProWaS-SASA), Conservation of biodiversity in wetlands through integrated
water resources management (IKI-Katuma), and Water Security and Climate
Resilience in Zanzibar (ZanziWaS).

The GIZ Water Programme
seeks to recruit a receptionist to support the administration and office
management of the ProWAS SASA Tanga office. The receptionist will be working
together with the core administrative and finance person in Tanga to provide
support and assistance to the team in Tanga and ensure smooth operation and
fulfillment of tasks, this will include working closely with the Administrative
and Finance department of the Isimani Cluster within Dar es Salaam.

Duty station: Tanga

Band assignment: 2

Responsibilities and Tasks

• Reception and Front Desk
  Management: Greet and assist visitors in a professional manner, manage
  incoming calls, direct guests appropriately, and handle incoming and
  outgoing correspondence. Maintains a neat and organized workspace,
  contributing to a clean and welcoming office environment
  
• Meeting and Event Support:
  Coordinate logistical and administrative arrangements for meetings,
  workshops, and other office events, including room bookings and
  preparation of materials. Demonstrates politeness, professionalism, and a
  helpful attitude when interacting with visitors and staff.
  
• Office Coordination: Ensure
  smooth daily operations by working closely with administrative, finance,
  and technical teams to support project implementation and office needs.
  
• Filing and Stock Management:
  Maintain organized filing systems. Monitor stationery and office supply
  levels, and assist with inventory tasks, including physical checks,
  labeling, and disposal of items.
  
• Cleaning and Maintenance:
  Ensure office cleanliness and hygiene standards are upheld. Report and
  follow up on any repair or maintenance issues within the office premises.
  
• Reception Area and Conference
  Room Setup: Maintain a tidy and professional reception area. Manage
  meeting room bookings, ensuring materials are available and rooms are
  clean before and after use.
  
• Administrative Support: Provide
  support to other administrative staff as needed, including during events,
  to ensure continuity of service in their absence.
  

• Schedule and Logistics
  Management: Support scheduling of appointments, coordinate taxi bookings for
  events and official travel, and update the office’s internal contact directory.
  

Requirements:

• Certificate, diploma, or
  equivalent qualification in clerical, administrative, or office-related
  studies from a recognized institution.
  
• Minimum of 1 to 3 years of
  relevant experience in a similar position.
  
• Proficient in the use of ICT tools and office
  equipment, including telephone systems, email, and internet. Good
  knowledge of computer applications, particularly Microsoft Office.
  

• Proficiency in verbal and
  written communication skills in English language