Vacancy title:
Office Manager

Jobs at:
Simusolar

Deadline of this Job:
3rd September 2018

Duty Station:
Dar es Salaam, Tanzania

Summary
Date Posted: 28th August 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

JOB DETAILS:
SCOPE OF ROLE:
Reports directly to: Logistics Manager but is expected to work closely in collaboration with the regional sales officer with directives from the Finance officer on Cash Management functions
Dimensions: Staff directly reporting to this post: Drivers/Office attendant/Cleaners/Gardner’s/Security guards.

Role purpose
To be responsible for the overall logistics and the day to day functions of office Management which are in line with Simusolar internal policies and procedures. Act as a key person responsible in supporting the field office team for all the similar functions as and when required.
As a member of the Logistics Team the Office Manager will work collaboratively with Logistics Manager in Mwanza to ensure good coordination, communication, planning, and customer service to all Simusolar Staff, including providing cover for, and support to others and undertaking duties as delegated by his line manager.

KEY AREAS OF ACCOUNTABILITY:
Fleet Management

• Responsible with the day to day allocation of vehicles and driver in response to respective field visits
  
• Responsible with the overall safety and security of the vehicles wellbeing and conditions
  
• First contact for any damages, maintenance and repairs that are required in support of vehicle roadworthy
  
• Responsible in collecting and preparing monthly fleet reports and forwarding to the Logistics manager at the end of each month
  
• Conduct weekly inspection of the vehicle condition and Discuss with the driver on the risk and type of support required to ensure the vehicle continues to be of roadworthy
  
• Manage and control the issue of fuel vouchers to drivers
  
• Evaluate, manage and monitor driver’s performance
  

Office Management

• Responsible with the day to day management of the office cleanliness and organization and ensures the office is kept neat and tidy at all times.
  
• Responsible in tracking and maintaining the asset registry and advises Management on status of the office assets
  
• Manage and maintain the stocks and assets records and assets disposal (mobile devices, laptops, phones … etc). at field level in coordination with country office and as per disposal policy
  
• Update the finance department with the assets/stocks lists and records as and when required for audit compliance
  
• Responsible with the day to day management of office sundries and stationary and ensure stocks are timely replenished.
  
• Responsible in managing and assigning tasks to the office attendant
  
• Kept track of all office contract expire dates (lease agreement, security services etc..)
  
• Act as Safety and Security focal person at field level and provide appropriate advice to staff as and when required
  
• Provide any other support to field office as assigned by the Line manager
  

Cash and Procurement Management

• Manage day to day transaction of petty cash
  
• Support field office team in developing procurement plans for the projects by necessary inputs
  
• Maintain supplier database and framework agreements for timely procurement in coordination with Logistics Manager
  
• Support team in raising Procurement Requisition (PR) by providing necessary inputs about the items availability, prices and terms
  
• Review and input Procurement Requisition (PR) into the tracking database (daily basis).
  
• Prepare the CBA’s in the prescribed format and make recommendation for purchase, incorporating the relevant criteria (price, quality, specification, delivery, reputation, etc) and value for money
  
• Prepare the LPO for supplies and ensure the data is accurately transferred from the CBA.
  
• Follow up with suppliers to confirm receipt of LPO and state of order
  

Inventory Management

• Receive all items to the store by crosschecking the delivery note or GRN against the LPO
  
• Ensure that the quality and quantity of items received are in line with LPO before signing the Delivery note/GRN
  
• Ensure the timely movement of items from the store to the end user. When issuing items from the store, he/she ensure an inventory issue voucher is prepared, authorized and signed to validate the movement in compliance with Simusolar procedures.
  
• Maintain access to the stores and ensure the keys are kept safely at all times.
  
• Prepare by the 5th of the following month a monthly Stores report for verification by inventory Officer
  
• Ensure that any items disposed from the stores are done so in compliance with Simusolar procedures.
  
• Support field teams in distribution of inventory items and maintain stock register for all supplies and goods
  
• Support staff in filling the inventory voucher request
  
• Insure all inventory are properly tagged with bin cards and tagging numbers for ease of reference
  

SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Simusolar values
  
• Holds the broader team and partners accountable to deliver on their responsibilities
  

Ambition:

• Sets ambitious and challenging goals for themselves and take responsibility for their own personal development
  
• Future orientated, thinks strategically
  

Collaboration:

• Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, managers, members and external partners and supporters
  
• Values diversity and different people’s perspectives, able to work cross-culturally.
  

Creativity:

• Develops and encourages new and innovative solutions
  
• Willing to take disciplined risks
  

Integrity:

• Honest, encourages openness and transparency
  
• Commitment to Simusolar values
  

QUALIFICATIONS AND EXPERIENCE

• Minimum of Diploma in material management, procurement, accounts or related fields
  
• At least minimum of one-year experience in the same or related position
  
• Experience working in the solar industry is an added advantage.
  
• Strong interpersonal and team skills,
  
• Available for the full five-month period.
  
• Fluency with Microsoft Word and Excel;
  
• A quick learner at using other computing systems, demonstrated by your knowledge of other platforms (Quickbooks, Dropbox, Calendar, etc.);
  
• Experience with basic bookkeeping and managing cash and expenses;
  
• Experience working in a client-focused environment;
  
• High integrity and resilience.
  
• Fluency in written and spoken English.