Administration and Logistics Coordinator

ActionAid started its operation in Tanzania in 1998. ActionAid Tanzania (AATZ) envisions seeing Tanzania without poverty and injustice in which every person enjoys his/her right to a life of dignity. Currently, AATZ is looking for a qualified, experienced and self-motivated person from its internal staff to fill in the following post:

Job Title:  Administration and Logistics Coordinator

Reports to: HROD and Support Services Manager

Department: Human Resources

Work station: Dar es Salaam

Job Role: To develop, coordinate, implement and monitor administrative plans and procedures in accordance with the AAI/AATZ organizational, national and International   policies and ensuring all administration and logistics activities to Country Program are performed effectively and efficiently and providing similar support and services to the field offices

Key Responsibilities

·         Coordinate and monitor the review, development and implementation of various administration policies and procedures to cover the policy needs/gaps

·         Review and categorize user procurement needs, solicit and analyze quotations from suppliers, document and recommend the best provider for management action and negotiate with suppliers to obtain better terms/price from Suppliers.

·         Facilities and Property management including ensuring efficient and timely set-up, running, maintenance and repair of equipment and facilities at the main office and at all field offices

·         Asset Management, including put in place control measures to guards and monitor in coming /outgoing vehicles and the property they deliver / carry out.

·         Originates and revise Fixed Asset Notices and submits them to Finance for processing.

·         Negotiate with Insurance Underwriters /Brokers and obtain relevant Insurance Policies (property damage, all risks, fire, burglary and theft), submit claims and track payments thereof in line with signed insurance agreements

·         Track the usage of AATZ Assets and make recommendations to management regarding the replenishment/ replacement and disposal of assets in line with the Finance Policy

·         Seek advice from the retained lawyer and have agreements drafted/drawn by the lawyers

·         Locate and facilitate witnesses in court cases involving AATZ

·         Process legal fees and fines in line with signed contracts and court orders

·         Liaise with police in investigating cases affecting AATZ.

·         Follow up the renewal of AAI’s registration with NGO board

·         Fleet Management that includes drafts and revise of job descriptions for all Fleet staff; ensure that job descriptions reflect clearly the work performed by each individual. Ensure that all Fleet staff understands their roles and responsibilities.

·         Ensure that all vehicles are outfitted with all equipment necessary to operate in Tanzania according to government regulations and as dictated by circumstances in the field

·         Provide technical support and professional advice in planning and budgeting of Administration budget including Monitor and recommend on managing Administration budget in line with approved annual plan and budget for the Country Program

·         Manages fuel provision agreement with fuel stations, including the provision of information regarding authorized staff for issuing fuel coupons and refueling of vehicles and verification of invoices and fuel provision reports and issued fuel coupons and ensures that the stock levels of fuel and oil at AAL office and with vehicles traveling are always sufficient and replenished on time

·         Set, agree and document performance targets and periodically monitor and review staff performance against targets, recommending necessary management action

·         Provide coaching and mentoring of unit staff in line with AATZ’s Human resources Manual

Qualification and Experience:

·         A Bachelor’s degree in Materials/Supply management, Business Administration or Public Administration with post graduate studies in related fields

·         At least three (3) years’ experience in materials management from a reputable organization, preferably an NGO

·         Strong Professionalism in Logistics and supply chain management added advantage

·         International logistics and  business management a plus

Training in;

Procurement and logistics management, CPSP is added advantage

Essential Knowledge;

-               Public procurement and disposal of public assets

-               Procurement processes in Donor funded projects and EU guidelines

-               Contracting for goods and services

-               Knowledge of Commodities and Monetization regulations and procedures

-               Knowledge of CPS policies and practices

Skills and Abilities:

·         Excellent active listening skills: giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at in appropriate times.

·         Above average active learning skills: understanding the implications of new information for both current and future problem-solving and decision-making.

·         Good complex problem solving skills: identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

·         Good critical thinking skills: using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

·         Good judgment and decision making skills: considering the relative costs and benefits of potential actions to choose the most appropriate one.

·         Good monitoring skills: monitoring/assessing performance of self, other individuals, and systems to make improvement or take corrective action.

·         Good English language writing skills: communicating effectively in writing as appropriate for the needs of the audience.

·         Computer skill (Microsoft office package)

·         Ability to work under pressure.

To apply submit your updated curriculum vitae with a motivation letter directly to HROD and SS Manager, through E-mail: jobs.tanzania@actionaid.org

Closing date:11^th May 2014 at 14.00hrs. Please clearly indicate “Application for AA Tanzania ADMINISTRATION AND LOGISTICS COORDIANATOR” in your email subject. We respect all candidates but we can only respond to shortlisted candidates. Although all applications will be considered on their individual merit, suitably qualified women are especially encouraged to apply.