Summary
Date Posted: Friday, March 05, 2021 , Base Salary: Not Disclosed

JOB DETAILS:

Background.
CBM is an international Christian development organization committed to improving people’s quality of life with disabilities in the world. CBM addresses disability as a cause and consequence of poverty and works in partnership to create an inclusive society for all. For more information, visit our website at www.cbm.org CBM seeks to recruit a Human Resources and Administration Officer who will establish procedures and mechanisms for simple and streamlined human resources and administrative operations in Tanzania. S/he will ensure efficient office management, procurement, transportation, and safety and security services to facilitate all departments’ work. S/he will also be the focal HR Administration under the guidance of the Country Director. S/he will line manage any administration staff to ensure they function efficiently and effectively. .

Job Responsibilities
• Manage professional office administration and efficient operations of the CBM Tanzania in line with relevant CBM standards;
• Document and maintain updated administrative processes and procedures; initiate and lead regular reviews to ensure clarity, effectiveness, and efficiency;
• Ensure that CBM is complying with in-country regulatory requirements such as registration and related annual reporting to relevant authorities;
• Effectively line-manage the administrative staff based on performance;
• Handle visa applications for visitors and expatriate co-workers;
• Coordinate office meetings, workshops, training, etc. as scheduled;
• Provide secretarial duties, including handling of official correspondence with authorities, business registrations, etc.;
• Provide support to the Country Director specific to the operational requirements of his/her position, such as schedule management, minute taking, report writing;
• Ensure office and property/facility management, including office cleanliness, organizing and overseeing maintenance and repair works on CBM premises or CBM assets; facilitating and following up on Accessibility and Inclusion audits;
• Ensure professional receptionist services for the office;
• Organize security of the premises, keep up-to-date contact with Security Company and oversee the security guards work;
• Take responsibility for record-keeping and filing of important
• administrative office documentation; manage the office archives;
• Ensure a proper filing system for Personnel, and Administrative files is in place for both electronic and hard copy documents;
• Prepare and submit timely and informative quarterly reports to the Country Director
• Proactively develop a procurement master plan to guide all procurement activities and deadlines for the year;
• Receive procurement requests, commence the procurement process and oversee the integrity of the process before payment is made;
• Ensuring that all procurement approvals, processes, decisions, and challenges are adequately documented in the agreed format and filed on time;
• Maintain a robust supplier database of CBM approved suppliers of goods and services across the Country. As a committee member, guide in the selection/use of pre-qualified suppliers; vendor rating to ensures fair vendor selection for all procurement processes per the set thresholds;
• Manage communication and relationships with all suppliers and contractors to facilitate smooth implementation of procurement procedures, identifying any issues that would impede timelines and delivery for resolutions;
• Act as a member of a vendor/supplier selection committee in procurement processes;
• Prepare and maintain the contract register and ensure all contracts are up to date as per the CBM’s policy. Conduct supplier assessment before contract renewal as per the procurement policies.
• Ensure all CBM assets, equipment and vehicles are timely and adequately covered for risks through various applicable insurance products;
• Control and maintain a CBM Regional asset register and inventory, in line with CBM or donor requirements, as applicable. Plan and execute the asset verification quarterly and update the register.
• Report on any variances;
• Maintain an up to date and accurate asset register by tracking, tagging, and archiving of asset lists/registers, with close collaboration with the Finance Manager;
• Coordinate timely disposal of old and obsolete office equipment and assets, as guided by CBM guidelines on disposal;
• Verify physical inventory and stock by conducting spot checks periodically and investigating discrepancies to ensure accurate records, with close collaboration with the Finance Manager;
• Plan and execute the asset verification every quarter and update the register. Report on any variances;
• Enforce HR policies and procedures are compliant with local regulations and CBM standards;
• Ensure on-time delivery of HR services and accuracy of the information, in close collaboration with the Country Director and Regional Hub HR
• Provide timely and consistent HR data for the Country office to facilitate the preparation and dissemination of HR reports;
• Keeps employee records up-to-date by processing employee status changes promptly and maintains personnel files and leave information;
• Maintains a database of employee contact information;
• Facilitate the in-country recruitment and candidate selection process in line with CBM standards;
• Ensure employment contracts are in place and inform the Country Director promptly of contract end-dates;
• Support the Regional HR Manager with administrative and logistical aspects of expatriate co-worker assignments, such as arranging house leases, security, vehicle, etc.;
• Coordinate the effective implementation of the annual performance management process by line managers in line with agreed timelines;
• Ensure compliance on Safeguarding, inclusive employment, compensation, and other issues in
• line with local regulations and CBM standards;

Job Skills
• Ability to work under pressure, prioritize tasks efficiently and meet critical priorities.
• Highly organized and self-directed, comfortable working in a fast-paced environment with changing priorities and under minimal supervision.
• Ability and willingness to work outside office regular hours.
• Ability to proactively anticipate any potential issues or risks for the office and submit appropriate recommendations to address them
• High level of professionalism, maturity and integrity when dealing with sensitive information and issues.

Job Qualification
• Procurement qualification will be an added advantage
• Effective interpersonal and communication skills.
• Quality results-oriented.
• Ability to work under pressure, prioritize tasks efficiently and meet critical priorities.
• Highly organized and self-directed, comfortable working in a fast-paced environment with changing priorities and under minimal supervision.
Education requirements: Academic degree in General Management, Business Administration, or any other relevant field.

Education requirements: Academic degree in General Management, Business Administration, or any other relevant field.

Experience Requirements: Five (5) years’ experience

Work Hours: 8

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Job application procedure

Interested applicants should visit to recruit.tanzania@cbm.org 

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