Summary
Date Posted: Monday, October 02 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job Description
Office Management
• Carry out routine tasks to ensure that the Shule Bora office is a safe working environment
• Complete weekly stock reports on office supplies
• Carry out general office duties as requested by the Operations Manager

Procurement
• Provide support to the procurement activities.
• Liaise with finance team on payments to vendors/suppliers
• Monitor and keep accurate records of the Programme Asset & inventory Registers.
• Support the delivery arrangements of all goods including printed materials.
• Establish a good working relationship with suppliers, including the establishment of maintenance agreements for items such as generators, ICT equipment etc.

Events and Logistics
• Supporting the Technical Team in the organisation of events, meetings and workshops.
• Liaising with hotels and accommodation providers
• Support the Operations Manager and Assistant Project Manager in the effective mobilisation of international staff and sub-consultants coming from overseas, including
• Communications with UK team members for support with visa applications, flight bookings, and security briefings.
• Management and timely communication of local arrangements such as airport transfers and hotel bookings.
• Supporting the development and regular update of welcome packs and induction information.

Administration
• Supporting sub-consultants with their administration and other arrangements
• Managing the mobile communications (office phones, phone credit, internet, etc)
• Manage meeting room bookings, and ensure the room is set up as per need.
• Maintain operations records in accordance with Mott MacDonald processes and procedures
• Supporting in the ethics, transparency and accountability principles of the Programme and of Cambridge Education (Mott MacDonald);
• Be proactive and responsive to performing any other duties and responsibilities as assigned by the Operations Manager or Senior Management Team.

Candidate Specification
• Proven experience in an administrative or operations role
• Experience in finance e.g., supporting payments, handling petty cash etc. highly desirable
• Experience handling logistical challenges in Tanzania and in negotiating to ensure efficient use of resources
• Experience of organising events – managing bookings, invitations, advertising, printing, and on-the-day requirements
• Ability to prioritise and work under pressure.
• Ability to work in a collaborative team setting.
• Proficient in using MS packages, particularly Word, Excel and PowerPoint
• Strong organisational skills, reliability, and adherence to ethical standards
• Excellent verbal and written communication skills
• Fluency in written and spoken English, Kiswahili preferred

Experience
• Experience of public sector (Governmental) processes e.g., for invitations to an event, or for requests to high-level officials
• Experience of working on donor-funded programmes in multi-national teams

Knowledge
• Basic knowledge of the Education Sector in Tanzania
• Ability to draft letters in English and Swahili
• Ability to draft processes and procedures in English and Swahili

Qualification
• Bachelor`s degree in Administration studies, Logistics or related field

Work location: Singida or Katavi or Mara.
Application closing date: 13 October 2023.




Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
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