Admin & Logistics Officer
Dar Es Salaam, Tanzania /
Operations & Administration – Africa - Central & East /
Full Time - Local
Responsible for providing administrative coordination for the Swahili Coast to include logistics, procurement, events management and ensuring high levels of organizational effectiveness, communication, safety and maintaining a pleasant work environment.
Key Responsibilities
- Responsible for facility administration to include property/lease agreement management, facility management, invoice/payment administration and asset lease management and administration
- Responsible for procurement, management and inventory control for office supplies, equipment and other goods/services as required
- Responsible for records management and retention procedures
- Responsible for administration of security and janitorial services and staff; ensures adequate security systems/process are in place and reviews them periodically; ensures that the security staff are managed effectively; provides the guidelines for monitoring the security of the premises
- Responsible for coordination for technical support services to include procurement of equipment, processing support services requests, operational support and coordination with HQ technology services
- Responsible for management of meetings and events to include contract negotiation and management, communication coordination, travel arrangements and visa coordination, work permits, equipment requirements and coordination, and expense administration
- Responsible for administrative duties regarding organizational equipment (vehicles, office machines, etc.)and facilities, to include maintenance oversight/coordination, insurance administration and budget support
- Responsible for coordination of staff travel; establish and execute procedures for travel requests and authorization conforming to the corporate travel policy
- Responsible for providing administrative support for projects to include development of presentations and documents
- Responsible for Office Petty cash.
- Outlines recommendations for key issues that arise during the project implementation Security and Safety
- Assists in the development of the Country Safety and security plan
- Contributes to the running monitor of the prevailing security conditions by gathering security related information.
- Assist in drawing up contract amendments, ensuring prior approval from the relevant Sector manager.
- Lead regular scheduled meetings with all support staff.
- Performs other duties and responsibilities delegated by the heads within his or her capacity
Organization learning
- Provides comments and suggestions when deemed necessary to all other activities such as resource mobilization, project conceptualization, fund sourcing, and other related strategic endeavours as required of the project.
- Contribute to organizational learning and enhanced capacity in planned intervention and activities by providing feedback to the team on things and areas that are to be improved
- As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above key responsibilities.
Skills and Competencies
Minimum Qualifications:
- Degree (BA) in business administration or relevant discipline or equivalent relevant work experience
Knowledge, Skills & Abilities:
- 5+ years experience in an office administration capacity, preferably in a multi-cultural environment
- Outstanding written and oral communication skills in English; fluency in Kiswahili preferred
- Good understanding of office administration practices and contract negotiation
- Understanding of local labour laws.
- Experience and knowledge of HR practices, including recruitment, hiring, and salary and benefits administration.
- Must be able to demonstrate sound judgment and initiative with little guidance.
- Ability to deal with matters on strict confidentiality
- Prior experience in meeting/event planning and travel logistics
- Proficiency in relevant computer applications (spreadsheet, database, accounting operations software, project management software, presentation software)
- Ability to prioritize multiple tasks at the same time, work effectively under pressure and meet deadlines
- Strong confidentiality ethic, demonstrate flexibility, and versatility in adjusting to changing environments and requirements as necessary
- Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social and political issues.
Behavioral Competencies
- Working with People: The ability to respect the views and contributions of other team members; shows empathy, listens, supports; consults others and shares information and expertise, builds team spirit and adapts to the team.
- Flexibility: The ability to adapt to changing circumstances and priorities, to tolerate ambiguity, to adapt personal style to different people and situations.
- Drive for Results and Efficiency: The ability to set quality standards, monitor and maintain quality of work, and set goals to achieve continuous improvement.
- Relationship Management: The ability to manage interactions, to provide service and to support the organization while building an effective internal and external network.
- Leadership and Navigation: The ability to manage and contribute to initiatives and processes within the organization while making progress toward change and continuous improvement.
- Communication: The ability to effectively exchange information with others, to effectively deliver critical information, to gather information and communicate with others.
- Global and Cultural Effectiveness: The ability to value and consider the perspectives and backgrounds of all parties and be able to work cross-culturally.
- Ethical Practice: The ability to integrate Search vision, mission and core values, integrity and accountability throughout all organizational and business practices.
- Business Acumen: The ability to understand and apply information to contribute to the organization's strategic plan.
Requirements
The position is required urgently with a start date of 4th January 2021 and a salary of between USD 700 - 800 and will be based in Dar es Salaam, Tanzania.
As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above key responsibilities.
Only applicants invited for an interview will be contacted. No phone calls please. Please see our website www.sfcg.org for full details of our work.
All Search Employees must adhere to the values: Shared Humanity - Empathy - Impartiality - Inclusivity - Courage - Hope - Humility - Audacity. In accordance with these values, Search enforces compliance with the Code of Conduct and related policies on Anti Workplace Harassment, Protection from Exploitation and Abuse, Child Safeguarding, Conflict of Interest and Anti-fraud.
Search for Common Ground does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.
View our code of conduct here and our privacy policy here.