Senior Administrative Officer
JOB DETAIL
FHI 360 is a global organization that mobilizes research, resources and relationships so people everywhere have access to the opportunities they need to lead full and healthy lives. With collaborations in over 60 countries, we work directly with local leaders to advance social and economic equity, improve health and well-being, respond to humanitarian crises and strengthen community resilience. We share data-driven insights and scalable tools that expand access and equity so communities can effectively address complex challenges, respond to shocks and achieve thriving futures. Currently, we are seeking for suitably qualified candidate to fill in Senior Administrative Officer – Dar es salaam for its EpiC project in Tanzania.
The Meeting Targets and Maintaining Epidemic Control (EpiC) is a 5-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID), dedicated to achieving and maintaining HIV epidemic control. The project provides strategic technical assistance and direct service delivery to break through barriers to 95-95-95 and promote self-reliant management of national HIV programs by improving HIV case-finding, prevention, and treatment programming. In Tanzania, EpiC will be implementing an HIV service delivery project among key and priority populations, adolescent girls and young women; and orphans and vulnerable children which aims to reduce HIV infections in pursuit of reaching 95-95-95 goals. To achieve this goal, the program will support targeted prevention and case finding strategies at community level amongst the targeted populations.
Job Description
This position typically supports a large/complex-level size project/department, provides support to multiple teams/departments. Thus, provides a broad range of high level administrative/logistical and operations support to the Country Office/Projects and FHI360 Regional and Global offices.
Specific duties include:
- Responsible for the general administrative and office support operations of the country office.
- Overseeing and ensuring transportation needs of staff, consultants and visitors are effectively met.
- Responsible for journey management and tracking to ensure safety of staff, consultants and visitors on travel.
- Supporting procurement of equipment supplies and other materials per USAID and FHI 360 policies and regulations.
- Ensuring service contracts, insurance policies for office property and leases are renewed in a timely manner in accordance with contracting policies of FHI 360.
- Monitoring the billing of recurring systems including fuel payments, telephone, and office supplies to assure billing is timely and precise.
- Managing inventory of assets in collaboration with the Finance Department and in accordance with FHI360 and USAID regulations.
- Supervising and ensuring the maintenance of complete official files of procurements, with all important records and documents relating to requisition and purchase order approvals from FHI360, USAID guidance, and Tanzania Government and Tax Authority exemptions.
- Maintaining records of items purchased (EFD receipts etc) to be used as support documents.
- In collaboration with Finance Officer-Grants facilitating utilization of tax reliefs available for FHI360.
- Identifying issues related to the delivery of administration services and acting appropriately.
- Responsible for recommendation and development of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
- May be required to schedule and organize complex activities such as meetings, travel, conferences, and department activities for members of the department. Also assist with coordination of meetings, facilities planning, and logistics required.
- Maybe required to perform as the Security Focal Person and will be responsible for liaising with the regional/global office on all matters related to security.
- Perform any other duties as assigned by supervisor.
Minimum Requirements
- Bachelor’s Degree in in Business Management/Administration, Commerce, Procurement Management, or related field with 5-7 years of administration/ management experience, also knowledge and expert understanding of administrative policies, procedures, and practices; OR a master’s degree and 3-5 years of relevant experience. Advanced Diploma with 7-9 years of relevant experience maybe considered.
- Knowledge and expert understanding of administrative policies, procedures, and practices
- Proven ability and skills to closely administer and manage work programs.
- Ability to provide quality support services to the office and the team.
- Excellent organizational skills and problem-solving skills.
- Strong interpersonal skills and interaction capabilities with all staff levels of the organization to resolve problem situations with tact and diplomacy.
- Demonstrated supervisory skills and leadership skills in supporting an operation.
- Commitment to the highest ethical and professional standards
- Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
- Experience with U.S. government rules and regulations and experience working in an international NGO environment desirable.
- High degree of proficiency in written and spoken English and Kiswahili.
- Ability to work collaboratively, productively, and sensitively within a multidiscipline, multicultural and multigender environment.
- Well-developed computer skills
How to Apply:
FHI 360 has a compensation package. Interested candidates should apply online and upload Curriculum Vitae (CV)/Resume, Photocopies of Certificates and Names and Addresses of three (3) referees
Only short-listed candidates will be contacted.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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