Admin & Logistics Officer

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 

Skills and Competencies

• Degree (BA) in business administration or relevant discipline or equivalent relevant work experience

• nafasi za kazi5+ 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.

• 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.