Enabel is the Belgian Development Agency operating in Tanzania, a public law company with social purposes in accordance with article 7 (iii) of the General Agreement between the United Republic of Tanzania and the Kingdom of Belgium on Development Cooperation. The Country Strategy for the Belgian Bilateral Cooperation Program in Tanzania 2023-2027 was approved on 15th July 2023 by the Belgian Minister of Development Cooperation, with a planned duration of 5 years (2023-2027). To promote synergy, efficiency and maximize impact, the strategy has a clear geographical focus on selected districts of the Kigoma region.

Enabel is therefore seeking to recruit a dynamic and competent individual to fill the following  position:

Position: Administrative Assistant

Location: Kigoma, Tanzania

Reference: 22144

Final date for application: 14  July 2024

Job description

The tasks and responsibilities of an Administrative Assistant includes:

• Support various administrative tasks (filing, archiving, and follow-up of documents…) to guarantee efficient support to the department/supervisor/co-workers/project.
• Organize internal and external meetings, workshops, conferences, missions, or events and ensure that information is disseminated to all participants or stakeholders. (e.g., management of bookings, dispatch of invitations, preparing documentation for important meetings and workshops) etc
• Maintain and ensure adequate office supplies, equipment, and facilities, for proper and smooth functioning of the office.
• Ensure relevant correspondence and documents are filed and kept properly.
• Receive and welcome guests, receive phone calls, and transfer them to the right contacts to address them adequately and/or orient them toward the internal contact needed.
• Manage internal and external communications professionally and courteously.
• Book travel and accommodations for executives, employees, visitors, and partners; and prepare travel itineraries and expense reports.
• Review all invoices submitted by suppliers and submit them to finance for payments,
• Manage the petty cash registry,
• Manage transportation of people and goods, management of drivers and travel schedules
• Support the Logistics & Purchasing Officer / Procurement Officer on matters such as small purchases of goods and services; sourcing and management of vendors and service providers
• Provide adequate support to the Logistician as required.

Required qualifications and experience

• A Tanzanian National
• Bachelor’s degree in business administration, Logistics management or a relevant field from a recognized institution.
• Minimum 5 years of relevant experience in office administration or logistics tasks.
• Specific experience as an assistant in the field of accounting, procurement, OR logistics (please develop this in your cover letter/CV)
• Experience managing purchases and vendors in a busy organization setting is an advantage
• Experience working in an International NGO is an added advantage

Required skills and knowledge

• Good knowledge of computer software (MS 365, SharePoint, etc.)
• Excellent communication skills (fluent in verbal and written). Considering the international environment in which you work, excellent knowledge of English is required.
• Excellent management and organizational skills.
• Good Listening and Comprehension skills.
• Good written and spoken English and Swahili.
• Excellent interpersonal and customer care skills.
• A mastery of Time Management.