Administrative Secretary Job Vacancy at IFAD

Administrative Secretary Job Vacancy at IFAD

Administrative Secretary

IFAD 

The International Fund for Agricultural Development (IFAD) and the Government of the United Republic of Tanzania (GoT) have partnered to enhance the livelihoods of rural communities through the Smart Smallholder Dairy Transformation Project (C-SDTP). This initiative focuses on smallholder dairy producers with the goal of transforming the dairy value chain to improve incomes, increase food safety, and mitigate the dairy sector’s environmental impact. The development objective is to enhance income and resilience for smallholder dairy producers while increasing their participation in the dairy value chain.

The project targets 140,000 households, representing 700,000 people, with 40% of direct beneficiaries being women and 30% youth. It will be implemented in the following geographical areas:

Mbeya (Rungwe DC, Mbeya DC, Busokelo DC)
Iringa (Mufindi DC, Kilolo DC, Iringa DC)
Njombe (Njombe DC, Njombe TC, Wanging’ombe DC)
Tanga (Lushoto DC, Muheza DC, Mkinga DC)
Morogoro (Mvomero DC, Morogoro DC, Kilosa DC)
Arusha (Meru DC, Arusha DC)
Kilimanjaro (Siha DC, Moshi DC)
Pwani/Coast (Rufiji DC, Mkuranga DC)
Zanzibar-Unguja (West A, West B, Central, North A, North B, South)
Pemba (North, South)

The C-SDTP is managed under the Ministry of Livestock and Fisheries (MLF), in alignment with the Ministry of Finance and Planning, Vice President’s Office (VPO), President’s Office-Regional Administration and Local Government (PO-RALG) for mainland Tanzania, and the First Vice President’s Office in Zanzibar, along with representatives from the private sector and farmers’ organizations.

The Ministry of Livestock and Fisheries invites applications for the following positions, supported by IFAD’s financial contribution:

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.Recruitment portal access

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: [email protected]