Administrative Assistant Job Opportunity at Oikos East Africa

Job Announcement – Administrative Assistant

Duty Station: Arusha

Programme: Biodiversity Conservation Programme

Supervisor (Responsible of Management & Planning): Unganisha Project Manager

Liaison to/in collaboration with: Administration and Logistic Departments

Working hours per week: 45

Working days: Monday to Friday, Saturday only is specifically required by the workplan

Starting date: Immediately 

Oikos East Africa (OEA) is an independent Tanzanian NGO based in Arusha. Since 1999, OEA has championed the protection of biodiversity and the sustainable use of natural resources as tools to fight poverty and boost community well-being.

At OEA, we believe the health and wellness of future generations will be secured with today’s people-centered approach to environmental conservation. We envision a future in which local communities and authorities work together to promote fair socio-economic development based on the sustainable use of natural resources.

Rooted in culturally sensitive and environmentally sustainable interventions, our mission is to apply the highest ethical and scientific standards to support rural communities in pursuit of additional knowledge, technologies, and good governance to protect their own ecosystems.

Our diverse team is comprised of specialists in sustainable water management, biodiversity conservation and rangeland monitoring, climate change adaptation, conservation education, sustainable food production, renewable energy services, and capacity building for the creation of nature-based enterprises. Monitoring and evaluation activities are woven throughout every aspect of our work. Our field team is committed, experienced, and dedicated to the communities we serve.

What we do:

Oikos is committed to defining, testing, and promoting science-backed strategies and technologies that assist local communities to use their own water, soil, and forests in the most efficient and sustainable ways.

Our work is grounded in respect for cultural diversities and dedication to co-creation and co-implementation with local people. This approach allows us to address the interconnected needs challenging Tanzanian landscapes today, such as increasing the economic independence of vulnerable communities and tackling climate change.

With a focus on Tanzania’s northern region and on women and girls, OEA works closely with local communities around three priority areas:

1) Water for people, wildlife, and livestock

2) Climate change adaptation

3) Nature-based solutions for community well-being

4) Elevating the role of women & girls in conservation

We tailor our work to the changing needs of local people, which means each conservation project looks different depending on the place — from the construction of water boreholes in one district to rangeland health monitoring in another. Consistent throughout our programming is our commitment to breaking down barriers that hold women back from participating in sustainable resource use decisions. By placing women at the center of our work, we aim to help unleash their potential to achieve the positive social and environmental impact they envision.

OEA believes in the power of working together to create a collaborative working environment, and our layered approach to conservation means that we act simultaneously on the community level, the institutional level, and the scientific level.

Since its foundation, OEA has worked in partnership with local and international NGOs, state and parastatal Tanzanian institutions, international research institutes, and universities to strengthen monitoring and knowledge sharing opportunities.

Oikos East Africa is a long-term partner of Istituto Oikos of Italy, a nonprofit organization that operates in Europe and in Lebanon, Myanmar, Mozambique to safeguard biodiversity.

General duties:

Financial management support

• Support the preparation of the project mission plan and budget with field team
• Ensure that all the documents and petty cash are ready and handle to the field team before field mission
• Prepare mission orders before missions start
• Collect receipts and supporting documents from the field team after each mission
• Prepare the payment orders and the petty cash register based on OEA procedures for all the missions of the conservation programme
• Submit all the payments orders with the relevant supporting documents to the appropriate PM for approval then to the administration department
• Proceed the M-Pesa payments during missions and reconcile the M-Pesa account once a week

Administrative support

• Prepare official letters and other relevant documents as requested
• Support the preparation of missions regarding cars and logistics
• Support logistic activity with PM and logistic officer from administrative team by following-up, ensuring the equipment is purchased as required and available on time for the activities, stored in the office and handle to the team for missions
• Ensure that programme equipment (telephone, tablets and camping equipment) is stored properly, handled to the team based on OEA procedures and maintain
• Follow-up the preparation of cars for each mission: driver assignment, conditions of the cars (maintenance, fuel…) with the administrative department

Additional general duties may include:

• Work with the project staff, partners and associate to reach the programme objectives.
• Be responsible for the proper and correct management of Oikos EA facilities and materials assigned.
• Be available to carry out any other duty related to the programme as requested by the PM or APM if and when circumstances will arise.

Requirements for the position:

• Bachelor or master in administration or accounting.
• At least 2 years of previous experience in administration and/or accounting.
• Fluency in Word and Excel.
• Experience in working for an NGO is an added advantage.
• Required fluency in English and Kiswahili.
• Capacity to work with little supervision, highly organized and capacity to handle high workload

 

Application submission process:

Please submit your CV, application letter and copy of your certificates by email (procurement@oikosea.org) by 26 May 2025 before 5pm.