JOB DETAILS:
Position Overview
The Administrative Manager manages the provision of administrative support to HJFMRI Tanzania staff and partners. The position oversees and manages HJFMRI Tanzania’s day-to-day administrative processes and efforts. The incumbent ensures efficient and effective delivery of administrative support to HJFMRI Tanzania staff and partners to ensure successful implementation of the HJFMRI Tanzania PEPFAR HIV Program. The position is based in Mbeya and reports to the Operations Director.

Main Roles and Responsibilities
• Manage the provision of administrative support to HJFMRI Tanzania staff and partners, including managing the establishment and maintenance of internal administrative systems and SOPs to ensure efficient and effective delivery of administrative support to HJFMRI-T staff and partners.
• Manage the development, implementation, monitoring and evaluation of administration department operational plans, work plans and budgets, including managing administrative purchase requisitions and management of admin related service contracts.

• Supervise, mentor and coach office attendants, and receptionists/travel assistants to ensure efficient and effective provision of administrative support to HJFMRI-T staff and partners.
• Ensure all HJFMRI Tanzania offices are compliant with country laws and regulations.
• Oversee HJFMRI Tanzania offices services and maintenance.
• Plan, coordinate and manage all administrative procedures and systems.
• Provide leadership in responding to admin related audit findings, including development and implementation of corrective actions.
• Assist in the provision of logistical support to HJFMRI Tanzania staff and partners, including conducting process assessment / review and root cause analysis to inform the development of practical solutions to logistical support challenges.

• Handle clerical duties, coordinate calendars, and organize meetings.
• Perform all general administration tasks / roles.
• Take the lead in the provision of administrative support to HJF/MRI TDYers including assisting in preparing VISA paperwork, hotel bookings, in country flights bookings, scheduling meetings, etc.
• Work closely with HJFMRI Tanzania leadership team by handling clerical duties, coordinating calendars, and organizing meetings, including preparing minutes of the meetings.

• Perform all general administration tasks / roles and manage the HJFMRI Tanzania Dar es Salaam office, including ensuring compliance with the laws of Tanzania, and HJF / MRI SOPs.
• Provide exceptional customer service to internal and external customers.

• Manage office supplies including ordering, storage, and distribution.
• Carry out clerical duties such as answering phone calls, responding to office emails, preparing documents including reports, memos, and office correspondence, greeting office visitors, and directing them to the appropriate parties.
• Manage staff travel arrangements, including booking, tracking, and preparing flight and hotel payment documents, as needed.
• Identify process bottlenecks and develop response plans to address them.
• Monitor costs and expenses to assist in budget preparation.
• Manage all official meetings between the HJFMRI Tanzania and stakeholders.
• Manage appointments, meetings, and the conference room schedule to prevent duplicate bookings.

• Oversee the execution of other administrative duties as directed by the supervisor.

Minimum Qualifications
• Bachelor’s degree in public administration, business administration or related field required. Master’s degree in a relevant field preferred.
• At least seven (7) years’ relevant experience, three (3) years of supervisory experience a must.
• Large donor experience, DoD, USAID, or CDC and experience working with international NGOs in a cross-cultural setting preferred.

• Excellent interpersonal, communication and relationship skills, including flexibility, diplomacy, intercultural communicative competence, and respect for colleagues.
• Demonstratable ability to write concisely reports, letters, proposals, etc.
• Diplomatic and culturally sensitive, and enthusiastic for connecting with people of different backgrounds.
• Excellent time and project management skills.
• Fluent in both English and Kiswahili.
• Demonstrate high integrity and strong values, including confidentiality.
• Analytical, problem solving and exceptional organizational skills.
• Ability to meet and communicate schedules and deadlines.
• Proficiency in MS Office applications and accounting software.
• Demonstrate exceptional professional judgment.
• Assessment, interpretation, and attention to details’ skills.
• Able to build and maintain sound relationships with internal and external stakeholders.
• Ability to multitask, successfully manage work pressure, with minimum supervision.
• Ability to build and maintain sound relationships with multi stakeholders; competence to build and effectively manage interpersonal relationships at all levels.
• Friendly and personable attitude and able to work as part of a team.

All applications (cover letter and updated CV with three professional referees, in PDF format) should be submitted to recruitment@wrp.or.tz not later than 13th October 2023. Hand-delivered applications shall not be accepted. To be considered, applicants must put the TITLE OF THE JOB in the SUBJECT LINE. As detailed in the job description(s) below, those who do not meet the minimum requirements will not be considered.

HJFMRI is an equal-opportunity Employer. Women are encouraged to Apply.