This role is responsible for executing all administration
and logistics-related activities, to include managing administrative functions,
minor office repairs and maintenance, front desk, office cleaning, supplies,
stock management and support meetings booking both internal and external, management
of the office health, safety and security standards, travels and flight ticket
bookings, tax exemptions processing, country office goods and services
contracts administration, managing expatriates leasing and processing
suppliers’ payments
Responsibilities
Manage
front desk/reception operations, and smooth administration of country office
operations and project support
- Effective
management of front office desk, local and international calls
- Provide general
support to visitors at the reception and help them with their inquiries.
- Carry out
administrative duties such as scanning and copying
- Receiving and
responding to all internal and external queries at the reception
- Receiving and dispatching
all office documents, mail, tenders and parcels for distribution to the
respective units
- Receiving all
the cheques & letters received for the office, distribute and dispatch
cheques/letters to staff and suppliers
- Maintain and regularly
update staff, agencies, consultants and partners contact information,
printing and facilitation of the contract signing
- Process and facilitate
timely flight tickets to ensure value for money
- Handle sensitive
information in a confidential manner
- Management and
maintenance of the printers/scanners/photocopiers, report any breakdown to
ICT.
- Maintain the organization’s
image, ensuring a well maintained, clean and tidy front office
- Manage country
office minor repair and maintenance including service for fire
extinguishers, air condition, office lights, plumbing etc
- Liaise &
communicates with Tax, OSHA, fire safety Authorities to ensure timely
acquisition of the tax relief, OSHA and fire and safety certificate to
ensure full compliance with the government requirements
- Compile and
reviewing documents relevant for tax relief/VAT refund application and
determine their completeness and correctness. Filing and liaising with the
relevant Government Authorities/parent ministry in order to have the
applications endorsed before the same are presented to Tanzania Revenue
Authority (TRA) for approval. Make further follow up to ensure VAT refund
and tax exemption are processed and successfully completed. Extend all
necessary support to the appointed Customs Agent in ensuring that the
process is completed within reasonable time frame
- Collecting all
approved exemption certificates from TRA for filing and updating Plan on
all tax issues relating to Import duty/VAT refund that might negatively
impact Plan’s operations if not complied with; and
- Implement health
and safety recommendation for the office, ensure all time compliance with
OSHA and Fire and Safety requirements
Office
stores management (office daily usage items – stationery, sundries and assets awaiting
disposal).
- Receipt and
issue of office supplies
- Timely updates
of stores registers/bin cards, records on receipts and issues
- Monitor and
ensure optimum stock levels to avoid stock out and overstocking of office
supplies
- Ensure
management of procured stationery materials and other supplies at the
store with a focus on preventing theft and ensuring available supplies for
staff.
- Ensure stores cleanliness and stock arrangements that minimize damage to
stock
Organize
country office meetings and venue bookings and preparing all required equipment
for normal office meeting & workshops
- Maintain Country
Office venue booking register to ensure coordination to avoid any
disruptions and efficient use of venues, supplies and equipment
- Ensure the
conference rooms are in a tidy condition all the time, with checking
before and after meetings
- Organize country
office meetings, accommodation and gathering with preparing all required
equipment for normal meeting & workshop
Manage the
office cleaning and management of cleaners to ensure all time healthy working
environment
- Manage the cleaning contract and daily management of cleaners to
ensure cleaning materials are fully received and cleaning services are of
the required Plan standards
- Monitor and track periodic cleaning, cleaner’s attendance, quantity
and quality of supplies, all time cleanliness of the office as agreed in
the contract, and ensure periodic office fumigation in all areas
Security
Plan management and implementation of policies
- Ensures full
control of all Plan visitors access to the office all time, signing visitors’
book, tracking their movement and location in the office and signing the
register when exiting the building
- Coordinate with
the visitor host to meet the guest at the visitor’s host at the reception
- Ensure the
safety of the office at all times by putting measures to mitigate against
theft, or threat to office security.
Facilitate supplier and partner payments
·Act as the first point to receive all documents,
will be responsible to compile and process projects supplier’s invoices with
the proof of delivery for timely submission to finance for payment
·Preparation and updating the monthly payment
tracking report to monitor progress and provide feedback
·Receive invoices, supplier’s delivery notes/way bill at the
reception desk for the physically, successfully received goods and services
·Work with finance and ensure all the suppliers’ invoices,
from the most recent to the old received invoices are consolidated and
submitted to finance to ensure timely and fair payment process to vendors
·Consolidate copies of purchase orders, contracts and purchase
request from the procurement unit for all the ongoing and completed purchase
request to ensure availability of these documents for payment purposes once
required to avoid any such unnecessary payment delays
·Receiving Goods, Services and Assets in SAP System (MIGO),
that are supported with the signed delivery notes by the technical person, and
user departments after they have conducted the inspection, quality assurance,
confirmed that they have been successfully received; and
·Put in place proper system of receiving and recording
invoices from suppliers and good system of handling the same to finance
department after procurement related processes
Requirements
Knowledge and Experience
·Bachelor
in Business Administration, Procurement and Logistics Management, Financial
Studies, Secretarial or Customer Service
·Experience
providing front office support in International NGOs is an added advantage
·Demonstrated
relevant progressive experience in similar posts
·Fluent
in English and Kiswahili languages-the ideal candidate should have excellent
oral and written communication skills
·At
least 3 years’ experience in a similar role in an NGO environment
·Computer,
telephone operation, communication and Interpersonal skills
·Knowledge
in SAP software would be an added advantag
•Strong
administrative skills or ability to learn
•Excellent
communication skills
•Strong
team player and motivational skills
•Proficient
in computer skills
•Verbal
Communication
