Summary
Date Posted: Monday, February 24 2025, Base Salary: Not Disclosed

JOB DETAILS:
Admin Manager at Watu Credit Tanzania is an important role, which is responsible for overseeing the effective management of administrative operations, including facility management and maintenance, office management and reception services, and car fleet management. This role ensures the seamless functioning of administrative processes, providing a high standard of service and support to all departments. The position requires a strategic thinker with excellent organizational and leadership skills.

Key Responsibilities:
Facility Management and Maintenance:
• Oversee the operation, maintenance, and security of office facilities and infrastructure.
• Develop, advise and implement operating standards for Watu premises, including risk assessments, HSe and other regulatory workplace required audits required - Energy Audits, OSHA Audits, fire drills, etc.
• Manage vendor relations, utility tracking and payments, cleanness and proper planning of consumables and related inventory for Watu offices and teams.
• Develop and implement policies and procedures for facility management to ensure compliance with local safety regulations, internal policies and high standards.
• Coordinate with vendors and service providers for repairs, renovations, and improvements.
• Monitor budgets and expenditures related to facility management.

Reception and Front Office Management:
• Supervise the administration team to ensure professional and efficient handling of visitors and calls.
• Implement customer service standards and monitor performance.
• Ensure reception areas and meeting rooms are well-maintained and welcoming, including accessing facilities, collecting approvals and keeping records of visitors.

Travel Management Processes:
• Optimizing our travel operations, making travel arrangements for locals and expats, providing guidance on travel arrangements, and preparing budget reports
• Maintaining positive relationships with vendors of direct travel, such as car rentals, hotels, and airlines.
• Negotiating preferred rates with the selected vendors of direct travel.
• Planning travel accommodations, booking flights, hotels, car rentals, and coordinating activities.
• Managing and processing all travel-related documentation, including payments, itineraries, visas, medical, and legal forms as per the policy.
• Researching travel deals and evaluating prices and services.
• Monitoring and participating in the development of the company corporate travel policy development
• Analyzing and preparing reports on travel spend on a monthly basis.

Car Fleet Management:
• Oversee the management of the company’s vehicle fleet, including supporting procurement process, maintenance of vehicles, booking and allocating cars as per internal policies.
• Ensure security check and maintenance inspections for cars, drivers and including, externally hired drivers providing services to Watu.
• Develop and enforce policies related to vehicle use, safety, and fuel distribution and consumption.
• Track and report on vehicle usage, expenses, and performance metrics.
• Ensure all company vehicles are compliant with the laws and regulations relating to vehicle operations

Administrative Support:
• Develop and maintain administrative systems, records, and databases for planned activities and newly assigned projects, including timelines and budgets.
• Ensure timely procurement and distribution of office supplies and resources based on internally agreed process and approval matrix.
• Prepare reports and analyses related to administrative functions.
• Coordinate general administrative services to Watu departments as teams, such as, distribution and collections of IT and related assets, courier and delivery services, logistical support for meetings, events, etc.

Team Leadership and Development:
• Work closely with the head of department to develop KPIs and objectives for admin teams.
• Lead, mentor, and motivate the administration team to achieve departmental goals.
• Conduct performance evaluations, identify training needs, and facilitate capacity-building programs.
• Foster a culture of responsibility, accountability, collaboration, and continuous improvement.
Requirements

Education and Experience
• Bachelor’s degree in Business Administration, Facilities Management, or a related field.
• Minimum of 7 years of relevant experience, with at least 2 years in a managerial role.
• Proven experience in facility and fleet management, including overseeing maintenance and logistics.
• Familiarity with Tanzanian legal and regulatory requirements for facilities and fleet operations.

Skills & Competencies
• Strong leadership and team management skills.
• Excellent organizational and planning abilities.
• High level of attention to detail and problem-solving skills.
• Effective communication and interpersonal skills.
• Proficiency in MS Office/Google docs and facility management software.
• Ability to work under pressure and meet deadlines.

Preferred Skills
• Participate in mid-year performance appraisals, annual performance appraisals and monthly 1-1s as per Watu performance management cycle.
• Experience in workforce planning and organizational development.
• Familiarity with HR tools and systems for tracking employee relations metrics.
• Project management skills for handling multiple projects initiatives

Key Performance Indicators (KPIs):
• Efficiency of facility operations and cost management.
• Customer/Guests satisfaction levels at reception and front-office areas.
• Fleet utilization, maintenance costs, and compliance metrics.
• Timeliness and accuracy of reports and data management.
• Employee engagement and performance within the administration team.

Work Hours: 8

Experience in Months: 84

Level of Education: Bachelor Degree

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