Office Manager (1 Position)

The Community Health and Social Welfare Systems Strengthening (CHSS) Program is a five-year USAID funded cooperative agreement led by JSI Research & Training Institute, Inc. with consortium partners Initiatives Inc., the National Association of Social Workers, and World Education, Inc. The program will be implemented in 10 regions throughout Tanzania. The purpose of CHSS is to improve the health, well-being, and protection outcomes for HIV affected and other most vulnerable populations through strengthened linkages between the health and social welfare sectors. The guiding principles of CHSS are to promote gender equality, increase efficiencies in the use of resources, expand impact and sustainability, and increase accountability.

Position:                      Office Manager (1 Position)

Reports to:                   Director of Finance and Administration

Location:                      Position based in Country Office, Dar es Salaam

Job Summary

The Office Manager is a full-time position based in Dar es Salaam, Tanzania. S/he will be responsible for office set up and organization, maintain adequate availability of office supplies, equipment, and related services including management and maintenance of property and facilities, overseeing upkeep of premises, safety precautions and outsourced security services. S/he will assist the Director of Finance & Administration with administrative and logistic support services. S/he will report to the Director of Finance & Administration.

Primary Responsibilities and Duties:

•       Ensure that all USAID regulations and JSI’s policies are implemented and in place;

•       Coordinate the procurement of materials, supplies and equipment for the office;

•       Ensure that staff are well set up and comfortable in the office and surrounding premises;

•       Manage the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required;

•       Coordinate all logistical support for staff and consultants including office set ups, hotel accommodations and conference bookings;

•       Liaise with travel agents to obtain reservations and tickets for all project related in – country and international travel;

•       Coordinate with Administrative Assistant and other staff to create and maintain administrative files for the office, keeping consistent and in an orderly manner;

•       Serve as the direct supervisor of the administrative assistant and other administrative staff as assigned;

•       Work with the senior management to ensure safety and daily security of office premises;

•       Produce and track all Mission travel concurrence requests and approvals;

•       Serve as a liaison with office landlord, assisted by the Director of Finance & Administration and / or the Chief of Party, when necessary;

•       Manage various service contracts in coordination with the Director of Finance & Administration for both the office and expatriate staff residences including security, drinking water supply, generator maintenance, etc;

•       Maintain the field office equipment inventory and provide support on annual reconciliations, as well as monthly updates;

•       Responsible for communicating with appropriate authorities regarding obtaining the VAT tax exemption certificate; and

•       Undertake any other responsibilities, tasks or activities as required by the Director of Finance & Administration.

Desired Qualifications:

•       First degree in business administration, public administration or related field, with at least 7 years of office management experience in an international organization or multinational company;

•       Demonstrated experience in supervision of support staff;

•       Experience in inventory management;

•       Strong critical thinking, problem-solving and supervisory skills;

•       Excellent written and verbal English skills;

•       Strong communication and interpersonal skills.

•       Experience working with an international NGO preferred;

•       Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times

Mode of Application:

Channel your application letter together with CV to the below email address not later than Sunday, December 7, 2014.

Email Address:  CHSS.Recruitment@gmail.com

Only candidates meeting the minimum requirements will be contacted. If you have not heard from us within 3 weeks after the closing date, kindly assume that your application was not successful.

JSI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D