Administration Associate

Tracking Code

234-566

Job Description

Reports To:
Site Coordinator

Supervises:
Drivers (3), office assistant

Job Summary:
The Administration Associate is responsible for organising and coordinating the Musoma regional office operations and communications systems in order to ensure an efficient and effective working environment (including areas of procurement, logistical support, administrative organisation, coordination of communication equipment and systems). The position supervises drivers and office assistants as direct reports. The Administration Associate will provide day-to-day administrative support and oversight to the PCI staff at the Musoma regional office based in Musoma. The Administration Associate will report to the Site Coordinator, with a dotted line to the HR/Admin Officer at Country Office and Senior Program Manager.

Responsibilities:

General Administration & Communication:

• Provide office organization and administration and ensure the office environment meets regulatory health and safety standards and coordinate training and orientation accordingly

Logistical Support

• In coordination with Program and Finance departments, provides logistical support as required for trainings, workshops, and other events planned by PCI, including: Use of project vehicles; bookings for hotels, training venues, transportation, air travel, airport pick-ups and drop off; materials production; etc. in accordance with approved activity plans and budgets.

Procurement

• Solicit bids from preferred vendors through the request for bid, based on approved procurement requests and Liaise with Procurement Officer for all procurements above Regional Office approval threshold and all solicited out of preferred vendor list.

Stock and Assets control

• Records office inventories and keeps documentation of stock procured in the Regional office and ensures lost assets are properly reported and liaise with head office for necessary action taken to remove the same from the register once the investigations are completed.

Office premise management

• Manage effective utilization of utilities services (water, electricity and security services), fleet management operational and Office equipment and communication uses (printers, photocopies, post office box, Telephone, Internet and emails uses.)

Technical support

• Inspect the office premises, facilities, equipment, tools, safety and security systems/appliances etc. for availability and proper operations at least once every quarter as necessary and Vehicle management functions

Human Resources management functions

• In coordination with HR/Admin Officer maintain personnel records, employee events and team building in Musoma

Knowledge:

• University Degree in Business Administration/Post Graduate Diploma in Business Administration/Diploma in Social Sciences.

Required Skills

Functional Skills:
Self-motivated with demonstrated ability to work effectively with colleagues in a team environment and with stakeholders from different cultural backgrounds.

Professional Attributes:
Highly organized, detailed oriented, sound judgment, strong interpersonal skills

Other:
Must be computer literate.

Required Experience

4-5 years' experience managing a medium size office with experience of office administration, communications systems and supervision of a team of employees. Administration experience required.

Job Location

Musoma, , Tanzania

Administration Associate