Administrative Assistant Job at RTI International

POSITION: Administrative Assistant
LOCATION: Dar es salaam
DEADLINE: Not Specified


  • Degree in front office management/ general office administration/ logistics/ procurement or an equivalent 3 years’ experience or equivalent combination of education and experience.
  • Experience working for a USAID funded international projects preferred.
  • General background, understanding of and experience in front office management, logistics and in providing administrative support preferably with an international organization.
  • Demonstrated intermediate computer skills in Microsoft Office Suite applications including Word, Excel, PowerPoint, and Outlook.
  • Detailed oriented, attention to detail.
  • Excellent interpersonal skills and demonstrated ability to work in a team and to learn complex procedures.
  • Ability to work independently, prioritize tasks and take initiative.
  • Demonstrated numeric and basic accounting skills.
  • Ability to work effectively under pressure and meet deadlines.
  • Local candidates preferred.
  • Fluency in both written and spoken English.


  • Support travel logistics for staff, consultants and other visitors, including visas, airport transfers and lodging bookings.
  • Facilitate all transport requests by application of an optimal usage between taxis and vehicle hires.
  • Ensure all transport documentation is well filed both electronically and in hard copies. This includes weekly taxi consumption summaries and weekly vehicle work tickets.
  • Provide events, workshops and training logistical and administrative support.
  • Perform front office duties – receive visitors and manage the reception area.
  • Work closely with the Director of Operations in providing support for specific procurement requests.
  • Receive and distribute messages from telephone/email as appropriate, taking clear messages and conveying them in a timely manner.
  • Collaborate with the Director of Operations to ensure systems are in place to support administrative functions.
  • Maintain accurate and updated subject files both hard and soft filing systems to manage in-coming and out-going correspondences, as well as maintain an updated data base of project contacts.
  • Ensure that all the applicable office utilities are provided to staff in a timely manner.
  • Maintain and track office and kitchen supplies, ensuring timely re-stocking as applicable.
  • Maintain an updated appointment calendar either manually or electronically and on Share Point, as applicable.
  • Support coordination of internal and external program meeting needs. 
  • Provide general office administration support that covers office cleanliness and provision of staff utilities.
  • Institute a system for booking meeting rooms, physically confirming meeting room set up and provision of administrative support for such meetings including ensuring signed participants lists are available.
  • Support office building repairs and maintenance.
  • Submission of timesheets and approved leave forms.
  • Petty Cash maintenance by being the custodian of the office petty cash float.
  • Perform other duties as assigned by Program Management.



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