Internal Client Services - Front Office Administration Assistant

Job description

Receptionist & Admin Assistant: Visitor Management: Receive clients and visitors and notify relevant department/staff members of their arrival Switchboard Management: Receive telephone messages and advise staff or clients Ensure that the reception area is always kept tidy Receive and record incoming hand deliveries, sign for them, and track delivery of the same to appropriate individuals internally promptly Ensure that all outgoing mails/documents are registered and signed for upon pickup by the right recipients Prepare monthly costing of outgoing couriers for re-charging and pass them to the Administration Officer for checking and forwarding to the Finance department before the set deadline Hold letters, cheques, and documents for collection by clients Ensure necessary publications are available at reception. Book meeting rooms through an Outlook calendar for staff as and when requested Ensure that meeting rooms are under lock and key provided upon signoff to the people who booked to use them Arrange international and domestic travel through booking flights & taxis for staff Ensure relevant approvals and accountability for all transport Manage the diary/electronic schedule of the Partner/Director, including acknowledging invitations, scheduling appointments, and keeping track of all planned meetings that require attendance by the Partner/Director Support with arrangements for visiting Partners/Directors (Hotel booking, airport transfers, local transport, office access, office space, and any other required enablers for visits) Making travel arrangements and processing travel expenses and claims Office Administration: Perform background research/collect information for various special reports required by the Partners and Managers, and present the findings in a usable form Order all office stationery/ business cards, including all printed stationery Request for cash for Newspapers, Water, Partners lunch, and other related items as and when they arise Order all kitchen consumables, i.e., sugar, tea bags, Coffee, etc. Maintain stock controls of all office materials and consumables Co-ordinate courier services Process office recharges for: Car Hire, Partners’ lunches, milk, newspapers, and DHL packages Raise local purchase requisitions, purchase orders, and goods receipt vouchers Follow up on all invoices in assigned areas to ensure correctness of invoices, timely approval, and follow up on payments Involvement in the supplier’s procurement processes Recharge the stationery and photocopy docket Ensure that quarterly maintenance service of office equipment is carried out as per the contract Ensure that the office machines/equipment are always in good working order, and any faults reported and necessary repairs carried out promptly Facilities, Security ,Safety and Health: Oversee the security of the office by ensuring doors are locked at the prescribed time and report any security issues arising to the Admin/Security Officer Support the Admin officer in Occupational Safety and health compliance and matters arising Coordinate activities that keep the office hospitable: Cleaning, assets management, service and maintenance etc. Events Management: Coordinate logistics and planning for special events, conferences, meetings, and other training on or off-site, including booking rooms, preparing presentation materials, and ensuring that catering services and other necessary materials are available Contribute to the development of effective communication and knowledge management systems, including efficient handling of paper flow, storage, retrieval, and sharing of information within the department and wider firm, updating departmental procedure manuals and practice guidelines, while maintaining the necessary levels of confidentiality Bachelor's degree in any discipline with a minimum of Second Upper Division or equivalent qualification Minimum three (3) years of professional experience in administrative or client services roles Proficiency in Microsoft Office Suite, with demonstrated expertise in Outlook for calendar management and scheduling Strong written and verbal communication skills with the ability to prepare professional reports and documentation Proven organizational and multitasking capabilities with the ability to manage multiple competing priorities effectively Meticulous attention to detail with strong record-keeping and documentation practices Demonstrated customer service experience with the ability to interact professionally with clients and senior management Ability to handle confidential information with discretion and integrity Must be a Tanzanian Citizen Your role as a leader At Deloitte we believe in the importance of leadership at all levels. We expect our people to embrace and live our purpose by challenging themselves to identify issues that are most important for our clients, our people, and for society and make an impact that matters. Leadership Capabilities Living our Purpose - Builds own understanding of our purpose and values; explores opportunities for impact. Influence - Actively focuses on developing effective communication and relationship-building skills. Performance drive - Understands expectations and demonstrates personal accountability for keeping performance on track. Strategic direction - Understands how their daily work contributes to the priorities of the team and the business. Talent development - Demonstrates strong commitment to personal learning and development; acts as a brand ambassador. Why Deloitte? At Deloitte, our professional development plan focuses on helping people at every level of their career to identify and use their strengths to do their best work every day. From entry-level employees to senior leaders, we believe there is always room to learn. We offer opportunities to help build world-class skills in addition to hands-on experience in the global, fast-changing business world. Deloitte opens the door to a career that can cross borders virtually and physically across the African continent and globally to gain experience and access projects beyond our borders. We value differences, and embrace people with diverse backgrounds, experiences, abilities and thinking styles. Our purpose Deloitte is led by a purpose: to make an impact that matters. Every day, Deloitte people are making a real impact in the places they live and work. We pride ourselves on doing not only what is good for clients, but also what is good for our people and the communities in which we live and work—always striving to be an organization that is held up as a role model of quality, integrity, and positive change. Learn more about Deloitte’s impact on the world. #Makinganimpactthatmatters Recruiter Tips We want job seekers exploring opportunities at Deloitte to feel prepared and confident. To help you with your interview, we suggest that you do research to know some background about our firm and the business area you are applying to. If you meet the above requirements, please visit our website and apply online: Deloitte East Africa Careers portal . To the successful candidates, the Firm will offer a competitive and performance driven remuneration package, a highly energized team environment comprising individuals who are committed to working as one, producing results and enjoying it. Please note that; You are required to upload your updated resume and academic certificates (University and High school) for your application to be considered. You will be required to be physically present in Tanzania to attend all the interview stages should you be successful in the application. Your details will be treated with confidentiality and will not be shared with any third party. Closing date: Sunday, 18 October 2026 We are an equal opportunity employer and do not ask individuals to pay any fees or money as part of the recruitment process. At Deloitte, we want everyone to feel they can be themselves and to thrive at work—in every country, in everything we do, every day. We aim to create a workplace where everyone is treated fairly and with respect, including reasonable accommodation for persons with disabilities. We seek to create and leverage our diverse workforce to build an inclusive environment across the African continent. We actively support the inclusion of people with disabilities and embrace neurodiversity in the workplace. We recognise and value the unique strengths that neurodivergent individuals bring, and we are committed to creating an environment where everyone can thrive. If you require reasonable accommodations in relation to your disability and neurodiverse needs during the recruitment process, please let us know. We are happy to make adjustments to suit your individual needs. Note: The list of tasks / duties and responsibilities contained in this document is not necessarily exhaustive. Deloitte may ask the employee to carry out additional duties or responsibilities, which may fall reasonably within the ambit of the role profile, depending on operational requirements. Be careful of Recruitment Scams: Fraudsters or employment scammers often pose as legitimate recruiters, employers, recruitment consultants or job placement firms, advertising false job opportunities through email, text messages and WhatsApp messages. They aim to cheat jobseekers out of money or to steal personal information. To help you look out for potential recruitment scams, here are some Red Flags: Upfront Payment Requests : Deloitte will never ask for any upfront payment for background checks, job training, or supplies . Requests for Personal Information : Be wary if you are asked for sensitive personal information, especially early in the recruitment process and without a clear need for it. Fraudulent links or contractual documents may require the provision of sensitive personal data or copy documents (e.g., government issued numbers or identity documents, passports or passport numbers, bank account statements or numbers, parent’s data) that may be used for identity fraud. Do not provide or send any of these documents or data. Please note we will never ask for photographs at any stage of the recruitment process. Unprofessional Communication : Scammers may communicate in an unprofessional manner. Their messages may be filled with poor grammar and spelling errors. The look and feel may not be consistent with the Deloitte corporate brand. If you're unsure, make direct contact with Deloitte using our official contact details. Be careful not to use any contact details provided in the suspicious job advertisement or email. At Deloitte, our Purpose is to make an impact that matters for our clients, our people, and society. This is the lens on which our global strategy is set. It unites Deloitte professionals across geographies, businesses, and skills. It makes us better at what we do and how we do it. It enables us to deliver on our promises to stakeholders, while creating the lasting impact we seek. Harnessing the talent of 450,000+ people located across more than 150 countries and territories, our size and scale put us in a unique position to help change the world for the better—by bringing together the services we provide, the societal investments we make, and the collaborations we advance through our ecosystems. Deloitte East Africa provides seamless cross-border services to multinationals, large national enterprises, small and medium sized enterprises and the public sector; with offices in Kenya, Tanzania, Uganda and in the process of expanding our operations by re-opening an office in Ethiopia. A career with Deloitte offers you the opportunity to engage with and work alongside leading corporations within the East African region, and an opportunity to start and grow your career within a dynamic and rewarding environment. You will get the support, coaching and training needed to advance your career in Tanzania and within the East Africa market. About the Department The Administration and Security department is created to ensure that our internal and external clients experience and work in a secure, safe, hospitable and functional workplace. We currently have exciting opportunities for two (2) dynamic individuals to join our Internal Client Services – Administration team as Front Office Administration Assistants . This position will be based in our Dar es Salaam, Tanzania office. Main purpose of the job To deliver support on designated administrative tasks with a focus on accuracy and timeliness. To ensure timely and accurate reservation of the required air tickets and accommodation in line with the set Deloitte standards and procedures. Effectively managing of the front office area.