Summary
Date Posted: Friday, May 06, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
The Human Resource and Administration Manager will oversee all administrative and human resource activities of a three-year USAID-funded project in Tanzania, pending funding confirmation. This position will support the Director of Finance and Operations. She/he will ensure the efficient and effective operation of the Administration department and HR functions including sufficient staffing levels and coverage. The HR and Admin Manager will manage security and will work to ensure office safety – both for the staff and the HR systems. The HR and Admin Manager will work with the appropriate team members, liaising with HQ HR and support team as needed, to recruit, hire, and orientation all staff, maintaining compliance with local labor law. She/he will ensure confidentiality is maintained and staff have a safe space to work. Travel within Tanzania may be required.

Key Responsibilities & Tasks:
• Administration
• Set up and maintain filing system relevant to assigned administrative functions
• Handle confidential and non-routine information and explain departmental policies when necessary
• Provide support to receiving deliveries of supplies and materials by confirming goods receipt against invoice or contract specifications
• Track all leases for leased office space and Memorandums of Understanding (MoUs) for shared office space, including timely renewal and termination. Draft Scopes of Work (SOWs) to prequalify vendors annually that provide routine and general contractual services or goods e.g. stationary, hotels, venue spaces, catering, vehicle maintenance, equipment maintenance, printing/photocopying, etc.
• Ensure the opening and closing of CCP office on a daily basis including as needed after hours and on weekends
• Ensure all CCP offices are equipped with the necessary supplies, materials, equipment and other resources needed for a functioning office
• Make external conference, workshop, training and travel arrangements for staff as requested including lodging, flights, car hire, and ferry/boat hire services, which are usually complex and ever-changing
• Arrange for transport services to facilitate staff movement Inventory and asset management
• Monitor and schedule routine and as needed maintenance and repair services for major equipment items (e.g. vehicles, photocopiers, generators, etc.)
• Maintain vehicle logbooks, registration cards and other documents pertinent CCP vehicle ownership
• Provide training and guidance as needed to ensure the proper handling and management of all program and organization assets and inventory
• Request fuel card top-ups
• Before all assets, inventory or vehicles are put into use, update registers with required information in full when new items are purchased; ensure the appropriate marking/branding/etching of program assets before dissemination
• Track, monitor and update the asset and inventory registers based on asset and inventory movement including reassignment, location and condition
• Ensure the proper sign-out and return of inventory and assets and follow-up with staff to ensure the items are returned timely or update the return dates
• Adhere to CCP policies on the management of lost or stolen assets and inventory
• Maintain a just-in-time style consumable inventory register to ensure adequate and appropriate consumable inventory and utility levels
• Prepare the annual USAID-required non-expendable property report
• Human resources
• Ensure the efficient and effective operation of the Administration department and HR functions including sufficient staffing levels and coverage.
• Coordinate the clearing and forwarding of goods for office and expatriates and TCNs.
• Make arrangements and liaise with appropriate host government ministries to obtain work permits for all expatriates and TCNs.
• Finalize job descriptions, advertise positions, short-list applicants, check references, and organize interviews.
• Assist in recruitment process of new staff, liaise with recruiting firms, and arrange interviews.
• Coordinate initial orientation with department leads.
• Orient all staff on office policies and procedures, HR manual, the organizational code ofconduct, ethics policies and procedures, benefits and compensation packages.
• Obtain and file all relevant labor documents/policies and advise managers appropriately.
• Liaising with health insurance service provider to ensure all staff policies are up to date.
• Respond to inquiries regarding policies, procedures and programs.
• Assist managers in resolving and moderating staff conflicts.
• Ensure confidentiality for staff matters and records is observed.
• Consult local legal counsel, Baltimore CCP HR and represent CCP UG in labor matters as directed including but not limited to the investigation and resolution of employee issues, concerns and conflicts.
• Identify legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
• Collect timesheets monthly from staff.
• Review and apply policies from field finance manual and HR manual.
• Review timesheets for accuracy and completeness (e.g. leave type, tracking, project allocation).
• Collect leave request forms and update leave tracking.
• Follow-up with staff until all timesheets are received.
• Review and provide guidance on CCP HR policies and host country labor laws.
• Forward timesheets and leave requests to Finance for payroll processing.
• Manage the annual APR process timely ensuring completion of APR forms, issuance of annual increment letters and submission to Baltimore.
• Maintain accurate and complete personnel files in accordance with UG labor laws and CCP HR policy.
• In the case of promotions, reclassifications, etc. ensure that job descriptions are up-todate, accurate, appropriately approved and filed in the personnel files.
• Ensure that CCP HR receives a copy of all letters, contracts and personnel correspondence for the main personnel files kept in Baltimore.
• File personnel records in a way that records can be accessed and sent easily in soft or hard copy when needed.
• Notify staff in advance of office closings due to public holidays or ad hoc closings prompted by the Country Director or University.
• Conduct assessment of medical insurance for market comparison and renewal annually or as needed ahead of expiration.
• Prepare employee separation notices and related documentation, and conducts exit interviews to determine reasons behind separations.
• Follow appropriate protocol for reporting suspected internal controls violations.
• Security Coordination
• Manage security company, ensuring safety and security protocols are implemented as per contract.
• Communicate to and ensure adherence by staff of security and safety protocols for the office.
• Be the main contact person for the security company, which requires being on-call 24/7.
• Verify accuracy of invoices and deliverables before and forward them for payment
• processing.
• Establish and maintain the key and access management system to safeguard office spaces and assets.
• Receive vendor and consultant invoices, review for accuracy against contract or order
• payment terms and deliverables.
• Investigate accidents and prepare reports for insurance carrier. Staff Supervision Responsibilities
• Manage the work of direct reports and provide supervisory responsibilities.
• Ensure that direct reports are implementing duties as assigned.
• Conduct timely annual performance reviews for direct reports.
• Manage performance of direct reports timely and in a way that facilitates growth and improvement in accordance with Breakthrough ACTION guidance.

Minimum Qualifications:
• Minimum of a University degree in Administration, Business Management, Human
• Resources, or other related field.
• At least seven (7) years’ experience in the NGO sector within Tanzania in office administration.
• At least five (5) years’ experience supporting USAID-funded projects.
• Tanzania national.

Knowledge, Skills and Abilities:
• Good working knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to perform under extreme pressure and take initiative in resolving problems.
• Ability to work independently in a high profile, fast-paced and multi tasked environment.
• Strong interpersonal and team building skills.
• Oral and written fluency in English.


Work Hours: 8

Experience in Months: 84

Level of Education: Bachelor Degree

Job application procedure
All candidates are encouraged to submit e-mail applications to:
BATanzania.opps@gmail.com  with copies of current CV, cover letter and three professional
referees. Please indicate which position you are applying for in the subject line of the email.


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