Administrative and Accounting Assistant

Administrative and Accounting Assistant 

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.