Administrative Specialist – (With Cashier Responsibility)

Job Description

About GIZ

As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world. We work with businesses, civil society actors and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity. In Sierra Leone, the GIZ has been working since 1963 in the following areas: Employment promotion and agriculture, strengthening the health care system, resource governance and sustainable energy access. 

GIZ is an equal opportunity employer and welcomes applications from individuals regardless of gender, disability, race, ethnicity, religion, age, or any other protected characteristic. We embrace diversity and believe that inclusivity in the workplace is essential to our success and are committed to creating a work environment where all employees are valued and respected. 

Qualified women are particularly encouraged to apply. 

– Women’s perspectives are vital to our success. 

– Enjoy flexible hours and part-time work opportunities to help balance professional and personal commitments. 

– Benefit from family-friendly policies

Country Office

A GIZ Country Office is responsible for coordinating, implementing, and monitoring administrative activities to ensure the proper functioning of GIZ’s programs and projects within the framework of GIZ’s Processes and Rules (P+R). It provides a range of services including financial management, procurement of services and goods and is responsible for all types of project audits. It aims to streamline operations and improve operational efficiency while ensuring compliance with relevant guidelines and standards.

We are advertising the position of Administrative Specialist – 

Job Purpose

The Administrative Specialist –Is responsible for managing day-to-day financial transactions, petty cash operations in accordance with organizational policies and donor regulations. The role ensures that all administrative, cash, and procurement procedures are conducted efficiently, transparently, and in compliance with internal control systems.

1. Key Responsibilities
2. Cash Management

• Manage the petty cash fund and ensure accurate recording of all transactions.
• Prepare cash payment vouchers and ensure supporting documents are complete and properly authorized.
• Conduct daily and weekly cash counts and reconcile balances with accounting records.
• Ensure timely replenishment of petty cash funds in coordination with the Finance Unit.
• Monitor cash advances and ensure prompt settlement by staff.
• Prepare Journal Entries for approval.
• Handle daily financial entries, including processing invoices, bills, and payments.
• Maintain confidentiality and security of all cash-related documents and funds.

2. Administrative Support

• Support the procurement department based in the Freetown Country Office for local purchase . 
• Support the logistics and administrative arrangements for meetings, workshops, and official events.
• Manage office supplies and ensure timely replenishment.
• Assist in maintaining updated asset registers.
• Liaise with service providers for office maintenance, repairs, and other administrative needs.
• Schedule and coordinate various calendar events as needed.
• Support the preparation of monthly administrative and financial reports as required.
• Prepare reports, and memos; perform data entry; and manage filing systems.
• Performs various administrative and clerical tasks, as may be assigned. 

3. Compliance and Reporting

• Ensure all financial and procurement processes comply with internal control standards and donor guidelines.
• Prepare periodic cash and procurement reports for submission to Country Office.
• Support internal and external audits by providing required documentation and clarifications.

4. Continuous Improvement:

• Identify opportunities for process improvements and efficiencies in Cash management.
• Stay updated with best practices in travel expense management .

1. B. Other Duties/Additional Tasks

• Performs other duties and tasks at the request of management.

1. Qualifications and Experience

• Bachelor’s Degree in Business Administration, Accounting, Finance, Procurement, or related field.
• Minimum of 3–5 years of relevant experience in cash management, procurement, or administrative functions.
• Experience working with NGOs, development projects, or international organizations is an asset.
• Proficiency in accounting software.
• Strong organizational and communication skills.
• Knowledge of financial regulations and compliance standards.
• Ability to work under pressure and meet tight deadlines.
• Detail-oriented with strong organizational skills.
• Strong analytical and problem-solving skills.
• Attention to detail and high level of accuracy.
• Ability to work independently and as part of a team.

Mode of Application:

Please send ONLY a cover letter, CV and copies of education certificates to recruitmentsl@giz.de by 8th/04/2026 No applications will be accepted after this deadline.

Applications will be reviewed when received. Early applications are strongly encouraged, your application e-mail subject, please write: “Administrative Specialist “

Only shortlisted candidates will be contacted.