The International Fund for Agricultural Development (IFAD), in partnership with the Government of the United Republic of Tanzania, is implementing the Smart Smallholder Dairy Transformation Project (C-SDTP). This transformative program is designed to strengthen the dairy value chain, improve incomes, enhance food safety, and reduce environmental impact within the dairy sector.

The project targets 140,000 households (about 700,000 people), ensuring inclusivity by reaching 40% women and 30% youth beneficiaries. Implementation spans across several regions, including Mbeya, Iringa, Njombe, Tanga, Morogoro, Arusha, Kilimanjaro, Pwani, Zanzibar, and Pemba.

To support the project, the Ministry of Livestock and Fisheries (MLF) is inviting applications for the position of Administrative Secretary at the Project Coordination Office (PCO) in Dodoma.

Position: Administrative Secretary – PCO Dodoma

Role Overview

The Administrative Secretary will play a key role in supporting the Project Coordination Office through effective communication, documentation, and logistical management. This position ensures the smooth operation of day-to-day activities, efficient record-keeping, and the timely coordination of project activities. The Administrative Secretary will report to the Finance and Administration Manager and work closely with project staff, ministry officials, and development partners.

Key Responsibilities

Secretarial and Administrative Support

• Manage the front office, including correspondence, phone and email inquiries, visitor reception, and diary management.
• Organise meetings, workshops, and missions: handle logistics, prepare agendas, and produce accurate minutes.

Office Management

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

Records and Documentation

• Maintain registers for incoming and outgoing correspondence.
• Securely file and archive project documents.
• Support knowledge management by tracking official records and reports.

Logistics and Coordination

• Arrange travel logistics for staff, including transport, accommodation, and allowances.
• Provide logistical support for trainings, missions, and workshops.
• Maintain a stakeholder database and provide communication support.
• Perform other related duties as assigned by the Project Coordinator.

Qualifications and Experience

• Education: Diploma in Secretarial Studies, Business Administration, or a related field.
• Experience: Minimum of three (3) years as a Secretary or Administrative Assistant, preferably in donor-funded projects.
• Skills:
  • Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and office systems.
  • Strong organisational and time-management abilities.
  • Excellent communication skills in English (both written and spoken).
  • Integrity, confidentiality, and professionalism in handling sensitive information.

Contract Terms

• Duration: One (1) year, renewable subject to satisfactory performance.

Application Process

Deadline: October 22, 2025

Interested candidates should submit the following:

• A letter of interest
• A complete Curriculum Vitae (CV)
• Certified copies of academic qualifications

Submission Address:

Permanent Secretary

Ministry of Livestock and Fisheries

P.O. Box 2870

Dodoma

Email: barua@mlf.go.tz

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