Office Manager

Job Ref

17100BR

Job Category

Education, International Development

Job Profile

The DFID-funded Education Quality Improvement Programme in Tanzania (EQUIP-T) aims to support 36 districts in their efforts to produce a better quality of primary education for more than two million children in over 3700 primary schools.

The Office Manager will be responsible for the overall office management and logistics function in the Lindi office and ensuring compliance with all DFID procurement guidelines. 

Job Description

Responsible for:

• Overseeing all the administrative, financial, logistics, and facilities needs in the region;
• Providing administrative, financial and logistical support to the Regional Team Leader and all technical specialists working in the Region with support from Operations Support Assistant;
• Ensuring all office records are filled accordingly; this includes ensuring the maintenance of an up-to-date asset register for the region in line with the programme procurement guidelines;

• Ensuring the smooth running of the regional office by ensuring adequate supply of office equipment and strict compliance with health and safety regulations;
• Ensuring that the regional office meets all the pre-set Cambridge Education (CE) IMS (Integrated Management Systems) requirements under the direction of the Programme Operations Manager;
• In consultation with the Regional Team Leader and the
  Programme Finance Officer produce regular rolling quarterly and monthly forecasts and submit monthly site returns to the
  Finance Manager in Dar es Salaam to feed into the monthly reconciliation and invoicing processes;
• Maintaining up-to-date programme accounts on the system to ensure that timely, accurate and appropriate information is available to the programme management team;
• Liaising with administrative and technical teams to ensure accurate forecasting and prompt disbursal and reconciliation of expenditure;
• Supporting the Regional Team Leader and/or the Regional Technical Specialists in preparing budgets for training events and workshops;
• Supervising preparation of all payment vouchers, journal vouchers and cheques and ensure the timely settlement of all undisputed sub-contractor invoices;
• Supporting of the administration and processing of M-PESA payments to training participants in the region.
• Monitoring expenditure and advise the Regional Team Leader and Programme Finance Manager of potential issues with regards to forecasting, disbursement or accounting;
• Maintaining a petty cash register and supervise the imprest accounts for regional based staff;

• Line-management of the Operations Support Assistant and 2 drivers; responsible for their performance reviews as well as personal and professional development;
• Establishing good and considerate working relationships with all staff in the organisation, demonstrating respect for their own roles and responsibilities

Candidate Specification

Essential competencies/skills

• First degree or equivalent in relevant area (desirable);
• Experience of office administration and finance in a busy environment
• Good IT skills and confidence/proficiency in all Microsoft packages;
• Proven people management and communication skills;
• Willingness to be flexible and prepared to contribute to the organization in other duties as required.
• Attention to detail and accuracy;
• Ability to work under pressure and solve problems whilst retaining the support of colleagues and technical specialists alike;
• Pro-active and problem-solving approach

https://www.mottmac.com/job/7273/office-manager