Assignment Summary

BORDA is looking for a Consultant to manage the Administration (A) and Human Resources (HR) Department of the Tanzania office, under the supervision of the Country Director – on a part-time basis. The consultant would will supervise the A&HR team (Administrative Assistant, Driver, Cleaner, Security guards, Gardener) in matters related to performance, keeping deadlines and quality compliance

Minimum Qualification: Bachelor
Experience Level: Mid level
Experience Length: Min. 4 years
Employment type: Part time (2-5 days per week)
Period: 02 January – 31 December 2022, with possible extension.

Detailed Duties and Responsibilities

HR related tasks (approx. 50% workload):

• Update and implement Standard Operating Procedures (SOPs) and policies, aligning BORDA donor regulations with Tanzania country labor law, as well as BORDA’s objectives – includes training all staff on updated SOPs, and ensuring SOPs are understood by all staff.
• Manage staff attendance and update internal databases (e.g. recording employee absence, managing leave requests, and ensuring the timely submission of all staff timesheets).
• Interprets labor laws and other relevant pieces of legislation to ensure that BORDA Tanzania complies with the law.
• Ensure all staff contracts are in compliance with Tanzanian labour law and donor funding requirements.
• Liaise with the consultants for external services, especially regarding legal advice, insurance and IT services.
• Update, and maintain employees and consultants’ database, ensure that all employees and consultants’ contracts and personnel files are up to date and in compliance with HR system
• Backstop, monitor and provide training to administrative staff in the areas of administration.
• Manage the recruitment process for acquisitions of talented staff.
• Implement employees’ training and development, and plan career path and succession planning for the office team.
• Implement the employee's satisfaction survey and performance evaluation processes in alignment with BORDA’s competencies framework and performance appraisal procedure.

Administration related tasks (approx. 40% workload):

• Supervise day to day operation for the Office Administrative Assistant, Driver, Cleaner, Security Guard and Gardener, within adherence of the Admin policy and procedures relating to performance, keeping deadlines and quality compliance (e.g. with support from the Administrative Assistant, submit regular reports relating to driver/car, office compound/security, cleaner/hygiene).
• Assist Management in implementing BORDA Culture and work ethics and supervise the association social activities to boost employees morale and maintain a positive and healthy atmosphere.
• Responsible for the timely submission of mandatory reports (e.g. Annual Audit, Annual NGO report, Quarterly/Annual donor reports, and other reports based on contractual agreements and local NGO regulations) and applications for any other statutory permits as per local regulations.
• Ensure that expatriates and visitors have relevant documents (e.g. work permits, visas).
• Prepare and update inventory list
• Administrative management of projects infrastructure, i.e. leases/rent, insurance policies, registration, agreements, procurement, inventories
• Working with the Country Director and Finance Manager, to ensure that all project/activities are in compliance and respecting national legislation regarding customs, NGO registration and GoT reporting, IP rights and laws etc.
• Ensure all in-country registration documentation is in place and up-to-date (TIN certificates, Certificates of Registration, MoUs with GoT, licenses, etc.)

Other duties (approx. 10% workload):

• Responsible for network administration with the support of the external IT consultant and ensure software and IT equipment of all staff are up-to-date;
• Maintain and the structure of the KM within the network/server filing structure and supervise the filing of all project documents and materials by the different Departments

-Carry out any other related responsibility assigned by the Country Director or Country Programme Coordinator and support other activities as required by the management.