Terms of Reference (TOR) to Engage Administrative Assistant (1)

    Job Title: Administrative Assistant (1) 

    Location: Dar es Salaam

1. BACKGROUND

 Tanzania Women Lawyers’ Association (TAWLA) is a Non-Governmental Organization established in   1989 and registered in 1990 under the Societies Act (Chapter 337 of the laws). The organization is compliant with the NGOs Act (Chapter 56 of the laws) and obtained NGO status in 2019. The aims and objectives of the organization are to advocate gender equality, promote human dignity and gender justice through policy, legal and institutional reforms, and community action and media engagement. TAWLA has its headquarters in Dar es Salaam and zonal offices in Arusha, Dodoma, Mbeya, Mwanza, and Tanga. TAWLA envisage a society that respects and upholds the rights of women, and her mission is to advance women as champions in promoting and protecting the rights of women and good governance through legal empowerment.

TAWLA is seeking  an Administrative Assistant who will also manage front desk operations to ensure smooth and efficient day-to-day office functioning. The position will provide essential administrative support while serving as the first point of contact for visitors, clients, and stakeholders. This dual role will enhance communication, improve customer service, support staff productivity, and ensure that administrative and reception functions are handled professionally and efficiently.

2. PURPOSE OF THE POSITION

The Administrative Assistant will provide administrative, clerical, and front desk support to ensure efficient office operations. The role serves as the first point of contact for visitors and callers while supporting internal administrative processes.

3. KEY RESPONSIBILITIES

1: Front Desk & Customer Service

• Serve as the first point of contact for visitors, clients, and stakeholders.
• Receive, screen, and direct phone calls professionally.
• Welcome guests, manage visitor logs, and ensure compliance with security procedures.
• Maintain a clean, organized and professional reception area.

2: Administrative Support

• Provide general administrative and clerical support to staff and management.
• Prepare, type, and format correspondence, reports, and other documents.
• Maintain proper filing systems (both electronic and hard copy).
• Assist with record keeping and data entry.

3: Communication & Coordination

• Liaise with internal departments and external stakeholders as required.
• Support management in coordinating administrative tasks and follow-ups.
• Ensure confidentiality and proper handling of sensitive information.

4. DELIVERABLES

• Efficient and professional front desk operations.
• Timely and accurate administrative documentation.
• Well-organized office records and filing systems.
• Properly maintained visitor and communication logs.

5. QUALIFICATIONS & EXPERIENCE

• Bachelor’s Degree in Secretarial Studies and Administration, Business Administration, Social work or a related field.
• Minimum of one year’s experience in an administrative or Front Desk role.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.

6. REQUIRED COMPETENCIES

• Professional demeanor and customer-service orientation.
• Attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Time management and problem-solving skills.
• Confidentiality and integrity.

7. WORKING CONDITIONS

• Office-based position with standard working hours.
• May require occasional overtime during events or peak workloads.

8. PERFORMANCE EVALUATION

Performance will be evaluated based on efficiency, quality of administrative support, professionalism at the front desk, and adherence to organizational policies.

9. MODE OF APPLICATION

Qualified candidates are requested to submit:

1. A single PDF document containing a cover letter expressing your interest and a detailed CV.
2. Contact information for at least three professional references, including your latest employer.
3. Email your application to: [email protected] with a specific title: ADMINISTRATIVE ASSISTANT POSITION
4. Ensure your application is received not later than 30^th December 2025 at 17:00 hours. Note that only applications sent to the specified email address will be considered; applications sent to other email addresses will not be accepted.

NB

1. TAWLA is an Equal Opportunity Employer.
2. Applicants must have never been convicted of Violation of Children’s Rights.
3. Only Shortlisted Candidate Will Be Contacted Within 7 Days After Deadline