Administrative Secretary – PCO Dodoma

The Administrative Secretary will provide administrative and secretarial support to the Project Coordination Office (PCO), ensuring effective communication, proper record-keeping, logistical support, and smooth day-to-day project operations. The secretary will report to the Finance and Administration Manager, work closely with project staff, Ministry officials, and development partners, and be hired through competitive recruitment from seconded government staff and/or external candidates.

Main Responsibilities

Secretarial and Administrative Support:

• Manage front office: correspondence, phone/email inquiries, visitor reception, and diary management for senior staff.
• Organize meetings, workshops, and missions (venue, invitations, travel, DSA, logistics); prepare agendas and take/produce accurate minutes.

Office Management:

• Manage the project office calendar, appointments, and schedules.
• Support the organization of project events, workshops, and meetings.
• Ensure availability of office supplies and manage related procurement requests.

Records and Documentation:

• Maintain registers of incoming and outgoing correspondence.
• Ensure secure filing and archiving of project documents.
• Support knowledge management by keeping track of official records and reports.

Logistics and Coordination:

• Arrange travel logistics for project staff, including transport, accommodation, and allowances.
• Support preparation of logistics for missions, trainings, and workshops.
• Provide communication support to project participants, including stakeholders’ database maintenance.
• Perform any other duties assigned by the Project Coordinator.

Academic Qualifications, Experience, Skills, and Attitudes

Educational Background: Diploma in Secretarial Studies, Business Administration, or related field.

Experience: Minimum of three (3) years’ relevant experience as a Secretary or Administrative Assistant, preferably in donor-funded projects.

Skills and Attitudes:

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and office management systems.
• Strong organizational and time-management skills.
• Excellent written and oral communication skills in English.
• High level of integrity, confidentiality, and professionalism.

Duration

The contract duration is one (1) year, renewable based on satisfactory performance.

Application Details

Deadline: October 22, 2025

Submission Requirements: Qualified candidates should submit their application, including a letter of interest, complete Curriculum Vitae, and copies of Certified Academic Qualifications.

Submission Address: Permanent Secretary Ministry of Livestock and Fisheries P.O. Box 2870 Dodoma Email: barua@mlf.go.tz