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

JOB DETAILS:
Position Descriptions
The Senior Operation Coordinator will provide comprehensive support in operations, administrative, and manage the baseline of HR element to ensure smooth organizational processes. The role will include oversight of human resources support, financial and administrative tasks, procurement, and operational logistics and act as the IT helpdesk support before the matter escalating to the IT regional team. This position plays a critical role in maintaining organizational compliance, supporting staff, and ensuring efficient operations within the country office. The Regional HRBP will have the overall oversite of all HR responsibilities.

Key Roles and Responsibilities
Operations and Logistics
• Coordinate procurement processes, including proposal analysis, contract preparation, and procurement tracking.
• Oversee office logistics, including vehicle management, office maintenance, and supply inventory.
• Maintain accurate asset registry and manage inventory transfers in collaboration with the Technology Specialist.
• Develop and implement safety and security protocols, including regular threat assessments and adherence to organizational policies.
• Coordinate travel logistics for staff, workshops, and meetings, ensuring security and compliance.

Administrative and Financial Support
• Prepare accounts payable documents, manage petty cash, and ensure proper filing for auditing purposes.
• Draft reports, correspondence, and administrative documents as required.
• Organize and coordinate meetings, workshops, and events, including logistics and minute-taking.
• Supervise support staff, such as drivers, and maintain good relationships with suppliers.
• Ensure accurate and timely submission of monthly operational and procurement reports.

Human Resources Management
• Administer payroll, ensuring compliance with labor laws and tax regulations.
• Manage leave records, employee benefits, and staff exit processes, including severance.
• Oversee recruitment processes, including job postings, contract preparation, and new hire onboarding.
• Maintain personnel files and ensure adherence to local laws and organizational policies.
• Handle employee relations issues and support disciplinary measures in collaboration with the HRBP.
• Assist with updating the Employee Handbook and rolling out performance management systems.

IT Helpdesk Support and Management
• Coordinate installation and configuration of server hardware and software for new and existing offices.
• Maintain an inventory of all expire dates for relevant Technology contracts and provide feedback timely to Line Manager on the update’s requirements (e.g., internet provider, Website hosting, phone company, GPS provider, etc.)
• Assist the Regional IT manager to review the IT tools specifications during the procurement of equipment’s as per policy.
• Proactively identify and communicate IT risks to Regional IT Department
• Escalate system-wide failures and errors to proper contacts to the IT regional team.
• Act as the IT Helpdesk support either on site or remotely depending on the nature of the call, before escalating the matter to the IT regional team.

Qualifications, Skills and Experience
• Bachelor’s Degree in Human Resources Management, Business Administration, Accounting, or a related field. A Master’s degree is an advantage.
• 3 years of experience in HR, and operations management.
• Experience in procurement, logistics, or financial administration.
• Strong organizational and multitasking abilities.
• Knowledge of Tanzanian labor laws and HR best practices.
• Proficiency in office software (MS Word, Excel, PowerPoint).
• Excellent written and verbal communication in English and Kiswahili.
• High attention to detail, integrity, and confidentiality.
• Ability to manage cross-functional tasks and collaborate with diverse teams.

Desirable Attributes:
• Proactive problem solver with a learning mindset
• Strong interpersonal and cross-cultural skills.
• Passionate about improving operational systems to support organizational goals.

Core Competencies
• Integrity and Honesty: Upholds ethical standards and confidentiality.
• Teamwork and Collaboration: Works effectively with colleagues at all levels.
• Planning and Time Management: Sets priorities and meets deadlines efficiently.
• Decision Making: Demonstrates sound judgment and effective problem-solving.
• Results Orientation: Maintains focus on delivering high-quality outputs.

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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