Summary
Date Posted: Monday, August 01, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Responsibilities
The Junior Administration Specialist’s key responsibilities will be to support the GIZ Regional Project Sport for Development in Africa (Phase 3) in:
• Efficiently executing administrative processes within the projects according to the rules andregulations of GIZ
• Providing logistical support to the project implementation in Unguja and Pemba according to the implementation of activities (workshops, seminars, trainings, travels etc.)
• Supporting in procurement of goods and services including the booking of flights and hotels
• Making sure that financial and administrative regulations for GIZ are adhered to
• Deputising and supporting the Administration Specialist in administrative tasks Tasks

The Junior Administration Specialist will perform the following tasks:
Administration
• Prepares and organizes information materials, such as for conferences and meetings
• Is responsible for all administrative and logistic arrangements of project activities (meetings,workshops, business trips etc.)
• Helps organize events and documents meetings, workshops, and seminars inside or outside the project
• Assists in creating visitor itineraries, makes travel arrangements, arranges transportation for participants, and makes hotel and ticket reservations
• Creates and maintains an address file of key contact addresses
• Supports in management of inventory for the projects
• Co-ordinates with GIZ-Country Office for general administrative support (e.g., processes requests and inquiries for general services)
• Is responsible for the filing system management as per GIZ Standard
• Deputizes the Administration Specialist on a need by need basis
• Follow up and processing of utility bills for the project e.g. internet, telephone etc.
• Support technical team in preparing and organizing meetings, workshops, seminars, and events

Procurement
• Ensures procurement of goods and services is done in line with GIZ guidelines and procedures
• Inventory management by ensuring all assets are labelled and updated in the asset register
• Support in preparation of consultancy and service contracts as requested by the projects in accordance to P&R and maintain the relevant files
• Reviews and ensures that procurement procedures are adhered to and are transparent, accountable, organized and meet GIZ requirements
• Coordinates the delivery goods as per the LPO and handles any discrepancies
• Prepares and processes purchase orders, Local Service Orders and service contracts. Also ensures purchase orders, receiving and invoices are matched
• Initiates procurement of services (Consulting contracts, Local subsidy contracts, Grant Agreements) both at the project level and the country office level
• Maintain and updates the complete filing system for all LPOs according to GIZ procedures both the physical files and on DMS.

Accounting
• Assists in monitoring monthly expenditure & planning according to the budget
• First level receiving and checking invoices for processing
• Voucher preparation for payment ensuring completeness and materially correctness
• Ensure that invoices and vouchers are transferred to the cashier for payment
• Follow up of local Receivables/Payables/Cost/Income and communicate with supervisor.
• KOMP booking, coding and regular updates on onsite operations
• Handles petty cash and WINPACCS

Other duties/additional tasks
• Attends internal team meetings/workshops and writes minutes
• Drafts letters and general correspondences and memos in English and Kiswahili languages
• Capable of working with Excel-sheets and to translate texts into well-designed PowerPoint presentations
• Arranges appointments, updates contact lists
• Assists project activities and other tasks given by the regional manager, technical advisor, administration specialist
• Undertakes further job training related to his/her position and duties
• Gathers and disseminates relevant information.

Qualifications
• ▪University degree in administration/accounting/office management or similar area.Professional Experience
• At least 3-5 years of professional working experience in a similar position, GIZ experience will be an added advantage.

Additional competencies
• Good working knowledge of ICT technologies (related software, phone, fax, E-Mail, the internet) and computer applications (e.g. MS Office)
• Highly organized and able to multitask
• Very good knowledge of English and Kiswahili languages
• Experience in working in a multi-cultural environment and in Unguja or Pemba
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

Assignment period: Contract duration
September 2022 until 30th June 2025


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
• 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 ‘Junior Administrative Specialist’
• Closing date for submission: 10.08.2022
• Only shortlisted candidates will be contacted.

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