Position Title: Administrative Assistant
Reports to: Procurement and Administration Manager
Department: HR and Administration
Duty Station: BMAF Head Office, Dar Es Salaam
Overall Purpose of the Job: To provide office logistics support, enabling safe an motivating working environment within BMAF office premises (HO & FCUs), record entry and documentation
Roles and Responsibilities:
Administrative & Logistics Support
- Liaise with all departments in matters related to procurement of supplies and allocation of BMAF resources
- Co-ordinate all aspects of administrative support functions of the BMAF
- Respond to all contracted consultants administrative support needs to ensure they are able to work efficiently
- Support PAM in Procurement,
- Manage the contracted services providers for office running services at the head office and FCU premises i.e. security, cleaning.
- Respond to queries from visitors, staff and supplies on issues related to administration.
- Make follow up on the implementation of administrative activities in the FCU.
- Keeping, updating and circulating staff travels, leaves, movement and schedule of meetings.
Asset and Estate Management
- Supervise the utilization of BMAF assets ,equipment ,office and utilities ,their maintenance and repair as well as compliance to relevant legal regulations
- Record all fixed assets procured and allocated to various offices including the FCUs
- Maintain an inventory of BMAF’s resources
- Manage BMAF store including updating inventory of items procured
- Implement Safety and health measures to all BMAF premises to ensure staff and contracted parties are safe as they carry their duties
- Process Insurance application and renewal (taking appropriate covers; motor vehicle, public liability, cash, assets, etc.) and ensuring that premiums are paid in time.
Fleet Management
- Fleet management (ensuring proper management of BMAF vehicles, their maintenance and repairs and compliance to statutory requirements)
Documentation and Reports
- Records management (maintaining all administrative records e.g. fuel usage, office inventory, insurance covers
Subordinates Effectiveness
- Supervise the Logistics Assistants cum LADs to ensure that they follow the set rules and regulations.
- Recommend appropriate training to address knowledge and skills gap of the LADs
- Run regular orientation programs to update the LADs on new programs, initiatives and meaning of specific events
- Liaise with PAM to ensure the LAD’s PDP are implemented
Position Requirements:
- Advanced Diploma/Diploma in Business Administration
- 3 years demonstrated experience in administrative duties /office supervision and management including fleet management
- Demonstrated experience in undertaking basic procurement functions and understanding of basic procurement principles
- Computer skills in Microsoft Office Tools
HOW TO APPLY
BMAF is an equal opportunities employer and these positions are open to all, but ONLY qualified candidates should submit a CV and a cover letter explaining how the experience detailed in the CV, will contribute to the requirements of the position and references to BMAF.
Applications to be submitted to: The Human Resource and Administrative Manager, BMAF, P. O. Box 76274, Mkapa Pension Towers, 3rd Floor, Wing B, Azikiwe Street, DAR ES SALAAM. Or Email: info@mkapahivfoundation.org
Closing date: 25th May 2011.
If you have not heard from us within 3 weeks after the closing date, you can assume that your application was not successful.
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