A. Responsibilities
The administrative and accounting assistant is responsible for ensuring that the office runs smoothly
ensuring good communication and flow of information within the regional office and with the programme office in Dar es Salaam
bookkeeping using WINPACCS cash and bank book
monitoring of expenditures and funds monthly
filing documents in reference files or in OMS in line with GIZ’s filing rules
assisting the Development Advisors, other programm staff and visitors in his/her
administrative tasks (e.g. procuring tickets, transport arrangements)

B. Tasks
1. Secretariat work and services
The administrative and accounting assistant organises and coordinates appointments for the DA and visiting team members from Dar es Salaam .
answers, reviews, forwards and/or takes calls
manages incoming and outgoing correspondence (mail, fax, email) and prioritises and organises it and forwards to the relevant officers
replies to and looks after correspondence
photocopies and scans documents as needed
welcomes visitors and guests
prepares working space for visitors in the office
helps to organise events and meetings, workshops and seminars
assists in the preparation of visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations

Financial services
The administrative and accounting assistant
manages funds according to the monthly received budget allocations in line with the
GIZ regulations
Liaises closely with the accounting professional in Dar es Salaam
Supervises the office assistant and checks the documents prepared by him/her (including cash and bank books) and ensures timely submission of monthly
accounts to Dar es Salaam
Responsible for banking activities and monthly account reconciliations

Office coordination, office management and general coordination

The administrative and accounting assistant
regularly draws up a list of forthcoming meetings and events
reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair
responsible for monthly update of inventory list
responsible for drivers schedule
monitors fuel consumption and checks vehicle log-books weekly

Administration and knowledge management

The administrative and accounting assistant
creates an address file with important contact addresses and maintains this
helps create and maintain a filing system for the DA and programme, treats information confidentially, specifically in the areas of personnel and finance
updates the filing system daily with incoming and outgoing correspondence
prepares and organizes information materials

General tasks
The administrative and accounting assistant
ensures a clean and friendly office work environment
participates in weekly support staff meetings, documents them and sends the documentation to Dar es Salaam
cooperates well will all colleagues on various levels

Required qualifications, competences and experience secondary school education
certificate/diploma or similar qualification from a recognised clerical college 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. MS Office)
very good knowledge of the English language understanding of financial planning and accounting experience in accounts and administration customer and service-oriented attitude
willingness to upskill as required by the tasks to be performed
stress resistant

APPLICATION INSTRUCTIONS:
Interested candidates are invited to send their application letter together with their CV and copies of certificates addressed GIZ Office, 65 Ali Hassan Mwinyi Road, attn. HR Department, P.O. Box 1519, Dar es Salaam .

Only shortlisted candidates will be contacted.