Administration Officer

The primary function of the Administration Officer is to provide administrative services. Providing these services in an effective and efficient manner will ensure that FEED operations are maintained in an effective and efficient manner. Responsibilities:

Operations: Oversee the implementation of the Operation policies and procedures in Tanzania; A key member of the Finance and Administration team and responsible for and day to day operations. Leases : Oversee negotiation & preparation of Leases, Service contracts and reviews by legal counsel, implementation, maintenance, and termination.

Vehicles Fleet :
Establish and maintain the organization’s vehicle transportation system; Oversee staffing, budgeting, vehicle & equipment selection, procurement, shipping, utilization, maintenance, reporting, disposition and records; Oversee allocation of vehicles & drivers for program travel schedules and staff transportation. Fixed Assets: General Management, Budget, Procurement, shipping, tracking, insurance; dispositions; reporting & records;
Procurement: Carrying out the acquisition activities of both goods and services for FEED

Maintenance: Oversee maintenance contract documentation, and implementation for physical facilities, equipment, services & utilities like water, phones, power, security and IT, etc Security & Safety: Take the leading role in the organization’s disaster avoidance & recovery systems through: • Determine appropriate security systems for office premises, install, monitor performance & ensure bills paid up to date. • Acting as primary emergency call person for FEED • Research; develop and implement safety & security policy and procedures • Subscribe to safety & security information networks and use the same to review situations and advise staff as appropriate • Arrange for appropriate insurance coverage for all organizations assets • Update the security policy and the SOP (Standard of Operations) • Attend, Contribute and share security information within the intra –Agencies security working group

Staff matters administration &Supervision: This task includes directly supervising drivers and Office Attendant, new employee orientation and training, performance plans, appraisals, terminations and separations. Will include administering of staff benefits, leave management, and handling staff records with confidentiality.

Contracts:
Draw up or participate in drawing-up and reviewing employment contracts, business contracts, including contracts on procurement and supply; clearing & forwarding, legal services, etc. Manage contracts files, arrange interviews and recruitment processes.

Liaison: Represent the organization in implementing the Agreement between the Government of Republic of Tanzania and Feed the Children. This mostly concerns applying for & following through with duty/tax exemptions. Overseeing general government compliance for FEED

Custodianship: Oversee custodianship of all non-consumable physical assets of the organization including motor-vehicles, equipment & furniture, track and maintain record of each item, oversee procurement, delivery, proper care, usage, maintenance and storage; recommend acquisitions and disposals; prepare year-end and other reports as required; arrange appropriate insurance coverage.

Key Working Relationships: The Country Director, Finance and Administrative Manager, All departments, Regional Office, HQ office in Oklahoma and other FEED Programs in the Region

Minimum Qualifications/Requirements:

• Holder of a Bachelor’s Degree in Business Administration from recognized University • Be fluent in written & spoken English & Kiswahili • Minimum 3 years working experience in a similar capacity in International NGO • Demonstrate working knowledge with MS Office • Knowledge & understanding of HR Laws, policies and practices (Tanzania Labor Relations Act) • Good interpersonal and negotiation skills

HOW TO APPLY:

If you meet the requirements of the position above please send your application detailed CV, telephone and email contacts of three referees to hr@feedthechildren.co.ke by 9th February 2015. Please note only successful candidates will be contacted.