Operations Assistant , CDM Smith Project Office, Morogoro, Tanzania

Employment Status:  Full Time Position as Employee with CDM International Inc. (CDM Smith)
Work Schedule:  Monday through Friday, 08:00 – 17:00 with one hour for lunch
Location:  CDM Smith Project Office, Morogoro, Tanzania
Supervisor:  CDM Smith Chief of Party

GENERAL
CDM International Inc. (CDM Smith) is a US-based engineering firm that provides engineering services on infrastructure projects throughout the world.

PROJECT
CDM Smith is under contract with the United States Agency for International Development (USAID) to provide engineering services and technical assistance for irrigation and rural roads infrastructure projects in the Morogoro, Manyara, and Dodoma regions, as well as Zanzibar.  It is anticipated that the project will last until September 2016.

The main project office is in Morogoro, with a sub-program office to be established in Ifakara and potentially Zanzibar.  Project staff will also be located in Kongwa district, working out of the Kongwa district office to also serve the Kiteto LGA.  Most project staff are based in Morogoro, with some staff based in Ifakara and Kongwa/Kiteto. Frequent field visits are required.  The project has 6 vehicles to serve project operations.

SCOPE OF WORK
Reporting to the Chief of Party (COP) for the project, the Operations Assistant will be part of a team of long-term and short-term professionals.  The Operations Assistant will perform a variety of administrative duties in compliance with CDM Smith and USAID policies and procedures.  Generally, the Operations Assistant will be responsible for managing the facilities/vehicles to support the technical operations of the project.

Specific responsibilities and tasks will include:

1. Facilities:  Maintain full operation of all CDM Smith facilities/offices in Tanzania:

• Coordinate all arrangements with facility landlord(s) and local vendors for services/procurements regarding utilities, internet, cleaning and general maintenance.
• Follow all the requirements of CDM Smith’s safety program.
• Establish new sub-program office(s): identify office location, equipment/furniture needs, etc. and set up office.
• Maintain good communications with international and country national staff.
• Supervise persons contracted to provide facility cleaning and/or repairs.
• Establish contacts and form business relationships with local vendors as needed for facility operations, i.e., utility providers (electricity, internet, water) and repair/maintenance suppliers.
• Oversee any contracted facility work.
• Oversee office equipment maintenance and/or replacement.
• Manage office supplies/stationery inventory.
• Asset management: Oversee project inventory of non-expendable property, and develop and maintain systems for the appropriate use of expendable supplies.
• Organize day labor as required to assist with moving furniture and/or equipment.

2. Vehicle Fleet:  Plan, coordinate and directly oversee all project vehicle movement, maintenance and record keeping ensuring transportation requirements of the project are met.

• Project vehicles are to be used exclusively for project work only, and the usage of vehicles is governed by strict policies. The Fleet Manager is responsible to enforce these policies.
• Advise and assist in the coordination of CDM Smith logistics and travel systems, including as they relate to security conditions, the efficient use of vehicles, etc.
• Establish travel/movement systems for project staff, and communicate directly with staff on a daily basis (email, phone and in person) to have up to date information and good understanding of project transport needs in order to schedule/organize movements.
• Schedule all staff and vehicle movement daily and post to the Fleet Dispatch Board
• Interface with the project’s F&A Manager and COP for approval of all transport requests within Tanzania.
• Manage vehicle/driver assignments by receiving all staff’s transport requests as far in advance as possible.
• Ensure vehicles are licensed/registered and insured and arrange for renewals as required.
• Identify vehicles and drivers availability
• Oversee that vehicle refueling, maintenance and cleaning is performed as needed (interior/exterior are kept clean, etc).
• Schedule for services to ensure vehicles are in good working condition (functional seat belts, spare tires, bottled water, fire extinguishers, tool kit, road side warning triangles, etc.) and always ready for the next day’s transports.
• Manage drivers’ attendance, performance and oversee log books are kept in good order. Coordinate driver lunch breaks ensuring a vehicle is available for staff.
• Oversee drivers’ duties and responsibilities.
• Arrange transport for all staff, including incoming international travelers.
• Keep drivers informed of known hazardous road conditions or demonstrations in vicinity of routes to be traveled. Maintain communication with drivers during travel whenever possible.
• Maintain records of vehicle information, such as:
o Fuel usage
o Odometer readings
o General service records (oil/filter changes), repairs and maintenance (warranty or paid work)
o Accident reports
o Vehicle license and registrations/insurance
o Driver’s log books/licenses

REQUIREMENTS
• Willingness to relocate to Morogoro
• Over 3 years’ experience working in an office environment managing office facilities, preferably on USAID-funded projects
• Over 2 years’ fleet dispatching experience in Tanzania and good familiarity with regional districts and surrounding areas
• Have good understanding of facility lease terms and conditions.
• Previous experience working with both international and country national staff
• Very good English language skills (speaking, writing and comprehension)
• Familiarity with USAID projects and compliance/reporting requirements
• Ability to maintain records and filing systems
• Ability to work independently and as part of a team
• Ability to effectively use MS Office (Word, Excel)
• Strong interpersonal and cross-cultural skills

REMUNERATION
A competitive payment package will be offered that is consistent with similar positions in the private sector in Tanzania.  Compensation will be based on the candidate’s previous compensation history.

Please pass your CV via internationalcdm@gmail.com