Reports to: Regional Program Manager/ HR & Admin Director
Location: Rukwa and Ruvuma
Purpose of the position:
The office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.
Scope:
The Office Manager report to the HR and Admin Director and is responsible for providing office management services to HJFMRI-Tanzania office. This includes maintaining office services and efficiency, supervising administration staff such as Office Attendants and Travel Assistant; as well as maintaining office records.
Duties and Responsibilities:
1. Maintain Office Services
• Designs and implements office policies; J
Establishes standards and organizes office procedures and operations;
Monitors and records long distance phone calls;
Reviews and approves supply requisitions;
Maintains the condition of the office and arranges necessary repairs;
2. Supervise Office Staff
Completes operational requirements by scheduling and assigning employees, as well as follow up on work results; Orients and trains new employees on administrative and office matters;
• Supervises and monitors, and appraises the work Office attendants, Travel Assistant and other junior office/ administrative staff;
Coaching and disciplining staff under her/his supervision
3. Maintain office records
Designs and maintains filing system;
Ensures filing systems are maintained and up to date; Defines procedures for record retention;
Ensures protection and security of files and records;
• Ensures effective transfer of files and records;
• Transfers and dispose records according to retention schedule and policies.
4. Maintain office efficiency
Plans and implements office systems, layout and initiate the process of procurement of needed equipment and furniture by liaising with the Procurement and Logistics Department;
Designs and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments;
Keeps the management informed by reviewing and analyzing special reports, summarizing information and indentifying trends;
Reviews and updates office health and safety policies and ensuring they are observed;
Maintains supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supply and verify receipts for supplies;
Records and monitors expenses and raises monthly invoices for utilities and other administrative/office services; Keeps an online calendar of events for all staff, documents travel days and organizes meetings and appointments; Books transport and accommodation for local and international travels as may be needed;
Supervises customer services and responds to customer enquiries and complaints.
5. Performs any other duties as may be assigned by the HR and Admin Director
Education Qualifications:
Bachelor or Master's degree in Business Administration, Human Resources Management or any other related fields; At least four (4) years of experience in related functions;
Computer skills and demonstrate excellent knowledge of Microsoft Office.
Skills
Analytical and problem solving skills; Decision making skills;
Effective verbal listening communication skills; Attention to detail and high level of accuracy Very effective organizational skills;
Effective written communication skills;
Computer skills including spreadsheet and word-processing programs, email at highly proficient level;
Stress management skills;
Time management skills
Personal Attributes
The incumbent must maintain strict confidential in performing the duties of office administration. The incumbent must demonstrate the following personal attributes:
Be honest and trustworthy be respectful
Possess cultural awareness and sensitivity
• Be flexible
Demonstrate sound work ethics
APPLICATION INSTRUCTIONS:
Posts
0 comments:
Post a Comment