Administration Manager Job at EngenderHealth, Tanzania

EGENDERHEALTH,

Administration Manager
Location: Tanzania
Job Code: 1161
# of openings:    1
Description
TITLE: Administrative Manager
PROGRAM: EH Tanzania Country Office
REPORTS TO: Director of Human Resources and Administration
Engender Health’s vision is Women and Girls First. The vision is underpinned by the mission, namely catalyzing the value of women and girls by harnessing the power of sexual and reproductive rights and health. EngenderHealth is a leading global women’s health organization committed to ensuring that every pregnancy is planned, every child is wanted, and every mother has the best chance at survival.

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JOB SUMMARY



The Administrative Manager is based in the Dar es Salaam HQ and reports to the Director of Human Resources and Administration and supervises the Administrative Assistant, Office Assistants and drivers. S/he is responsible to establish and manage the Country Office’s essential administration and procurement systems in compliance with EngenderHealth standards and donors’ requirements. The Administrative Manager also oversees the administration and logistics for project events to ensure smooth planning and delivery. S/he is responsible for overseeing and maintaining security, good vehicle management and overall office working environment,
Specific responsibilities :
1. General Office Administration
• Ensure dissemination of and adherence to EngenderHealth and donor Standard Operating Procedures for purchasing and office administration
• Maintain EH services by organizing office operations and procedures; controlling correspondence; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Directly ensure proper and efficient function of the HQ office and monitor and support the functioning of the field offices. This include: ensure proper functioning of support systems, that is , the photocopier, fax machine, telephone, generator, kitchen equipment etc; Identifying damaged equipment and arrange for repair or replacement
• Negotiate service contracts for equipment and service and service provision as necessary.
• Manage workplace health and safety issues for the organization.
• Prepare, modify and amend institutional contracts, lease contracts, rental agreement, fuel and vehicle contracts, case reports etc. with regard to main and field offices
• Deal with Government and other stakeholders in relation to administration.
• Timely filing-in of all the statutory returns with the registrar of societies
1. Procurement, Supply and Asset Management
• Manage procurement and inventory management of supplies and office equipment based on procurement guidelines and ensure value for money and quality of goods and services
• Ensure procurement plan is prepared timely and functionality of procurement committee
• Supervise submission of invoices received for goods or serviced delivered to finance department for verification along with supporting documents
• Manage the clearing process of shipments/air, including medical and computer equipment, expatriate shipments, etc through the customs and treasury departments.
• Keep and maintain up to date the organization’s Asset Register in accordance with Standard Operating Procedures
1. Security
• Provide support and oversee security issues, taking measures to introduce and implement policy and procedures, keeping updated with internal and external stakeholders regarding the security of the organisation.
1. Vehicle management and Logistics
• Monitoring vehicle usage and conditions; ensures proper maintenance to keep vehicles safe and road worthy.
• Ensure proper records of vehicle usage, repair and maintenance. Produce period reports related to fleet management- such reports include but not limited to fuel consumption, vehicle repair trends, driver performance
• Plan logistics for program meetings, workshops and retreats ensuring high standards and efficiency all times, including working within set budgets.
• Manage travel arrangement for country program and international staff and visitors
1. Staff management
• Result orientated staff management by supervision, work delegation, trouble shooting, motivation, capacity building and contributing to team
• Assist with staff development, orientation and training in office procedures and orientation for new staff
• Provide administrative oversight and support to the field offices
• Conduct staff performance review on regular basis
• To undertake any other duties as may be assigned by the immediate supervisor.
Qualifications
• College or advanced degree in Management, Administration and other related fields.
• Demonstrated experience in the operations management of a project of national scope, preferably donor funded (including USAID)
• Experience in management of a project with multiple partners and satellite offices.
• Demonstrated experience with the finance and administration functions of international organizations.
• Demonstrated experience on use of electronic fleet management system
• Knowledge and experience in accounting, administration and operational practices, including use of computer software related to those functions.
• Knowledge of US government funding rules and regulations, financial reporting and disclosure requirements.
• Demonstrated skills in negotiations and effective communications with client and partner organizations, and sub grantees.
• Strong interpersonal, written and oral communication skills.
• Goal-oriented and ability to be flexible and manage and accomplish multiple priorities
• Experienced supervisor, with commitment to mentoring and teambuilding.
• Knowledge on public procurement Act and its requirements – added advantage
TO APPLY
Please visit the careers page at
www.engenderhealth.org to submit your application online by 5th November 2017.
EngenderHealth is organized in teams, with each team managed by a program manager. As a result, additional duties may be assigned to this position; responsibilities changed or deleted based on team assignments and re-structuring; and direct supervisor is subject to change. Decisions regarding applications for this position and employment at EngenderHealth should be based on this information.

TO APPLY CLICK HERE

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