Office Manager

Locally known as the Walter Reed Southern Highlands AIDS Program, the Henry Jackson Foundation Medical Research International (HJFMRI) is an international non-governmental organization working in several countries conducting research studies and providing care and treatment to people affected by HIV/AIDS.  HJFMRI is funded by the Presidents Emergency Plan for AIDS Relief PEPFAR. 

In collaboration with the Ministry of Health and Welfare (MOHSW), HJFMRI has been leading a comprehensive HIV/AIDS care and treatment program in the Southern Highlands of Tanzania since 2004 with support from the President’s Emergency Plans for AIDS Relief (PEPFAR).  The program is based within the Mbeya Referral Hospital and has since extended to more than 100 health facilities in Mbeya, Rukwa and Ruvuma regions, which collectively represent a catchment area of about 6 million people.  Mbeya region is one of high prevalence regions in Tanzania and expansion of HIV care and treatment programs is critical.

Walter Reed Program is seeking qualified candidate to fill the positions below.  Cover letters and resumes should be sent to the Human Resources Manager, P.O. Box 6396, Mbeya or e-mailed to;  recruitment@wrp-t.org   NOTE:  to be considered, applicants must put the TITLE OF THE JOB in the SUBJECT LINE. Deadline for submission of the application is June 19^th, 2014. Those who do not meet the minimum requirements as detailed below should not submit applications

Position:              Office Manager

Reports to:         Regional Program Manager/ HR & Admin Director

Location:             Rukwa and Ruvuma

Purpose of the position:

The office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

Scope:

The Office Manager report to the HR and Admin Director and is responsible for providing office management services to HJFMRI-Tanzania office. This includes maintaining office services and efficiency, supervising administration staff such as Office Attendants and Travel Assistant; as well as maintaining office records.

Duties and Responsibilities:

1.       Maintain Office Services

·         Designs and implements office policies;

·         Establishes standards and organizes office procedures and operations;

·         Monitors and records long distance phone calls;

·         Reviews and approves supply requisitions;

·         Maintains the condition of the office and arranges necessary repairs;

2.       Supervise Office Staff

·         Completes operational requirements by scheduling and assigning employees, as well as follow up on work results;

·         Orients and trains new employees on administrative and office matters;

·         Supervises  and monitors, and appraises the work Office attendants, Travel Assistant and other junior office/ administrative staff;

·         Coaching and disciplining staff under her/his supervision

3.       Maintain office records

·         Designs and maintains filing system;

·         Ensures filing systems are maintained and up to date;

·         Defines procedures for record retention;

·         Ensures protection and security of files and records;

·         Ensures effective transfer of files and records;

·         Transfers and dispose records according to retention schedule and policies.

4.       Maintain office efficiency

·         Plans and implements office systems, layout and initiate the process of procurement of needed equipment and furniture by liaising with the Procurement and Logistics Department;

·         Designs and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments;

·         Keeps the management informed by reviewing and analyzing special reports, summarizing information and indentifying trends;

·         Reviews and updates office health and safety policies and ensuring they are observed;

·         Maintains supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supply and verify receipts for supplies;

·         Records and monitors expenses and raises monthly invoices for utilities and other administrative/office services;

·         Keeps an online calendar of events for all staff, documents travel days and organizes meetings and appointments;

·         Books transport and accommodation for local and international travels as may be needed;

·         Supervises customer services and responds to customer enquiries and complaints.

5.       Performs any other duties as may be assigned by the HR and Admin Director

Education Qualifications:

·         Bachelor or Master’s degree in Business Administration, Human Resources Management or any other related fields;

·         At least four (4) years of experience in related functions;

·         Computer skills and demonstrate excellent knowledge of Microsoft Office.

Knowledge, Skills and Abilities:

Knowledge

The Incumbent must have proficient knowledge in the following areas:

·         Knowledge of office administration;

·         Knowledge of human resource management and supervision;

·         Ability to maintain a high level of accuracy in preparing and entering information;

Skills

·         Analytical and problem solving skills;

·         Decision making skills;

·         Effective verbal listening communication skills;

·         Attention to detail and high level of accuracy

·         Very effective organizational skills;

·         Effective written communication skills;

·         Computer skills including spreadsheet and word-processing programs, email at highly proficient level;

·         Stress management skills;

·         Time management skills

Personal Attributes

The incumbent must maintain strict confidential in performing the duties of office administration. The incumbent must demonstrate the following personal attributes:

·         Be honest and trustworthy

·         Be respectful

·         Possess cultural awareness and sensitivity

·         Be flexible

·         Demonstrate sound work ethics

Walter Reed Program is an equal opportunity employer; women are highly encouraged to apply.