Administration and Logistics Officer – (One position) at Self Microfinance

ADMINISTRATION AND LOGISTICS OFFICER 

POSITION DESCRIPTION:

2. Administration and Logistics Officer – (One position)

The Administration and Logistics Officer is responsible for assisting and supporting the Hub Manager in supervising the

administrative needs and concerns and all matters pertaining to logistics & procurement functions at Hub Offices.

Responsible for all the accounting and financial operations of the Financial Hub. Administration and Logistics Officer

reports to the Hub Manager.

Duties and Responsibilities of Administration and Logistic Officer

i. Administration & Logistics functions

(a) Coordinate all administrative and logistic activities of the Financial Hub (FH);

(b) Co-ordinate and administer efficient and effective office procedures and systems which is compatible with SELF MF's

operating philosophy;

(c) Maintain a comprehensive inventory of all the Hub's office furniture, fittings and equipment and ensures that all the

fixed assets are labeled and coded in accordance with the Fund's coding formula;

(d) Maintain all Agreements/Contracts with clients (such as borrowers, service and/or goods providers, suppliers,

consultants and ensure that they are appropriately drawn, kept under safe custody and executed in accordance with

the agreed terms and conditions contained therein;

(e) Coordinate repairs and maintenance of motor vehicles, machines, equipment, furniture and office buildings; Verify

overtime timesheets and hours worked by HB staff and submit them to Head Office for verification and incorporation

in the staff monthly payroll;

(f) Maintain and administer the Financial Hub filing systems as will be guided by the File

Management and Administration policy.This includes creating file names/labels, folio referencing and

sequencing, creating and maintaining physical and electronic records in a computerized system, coordinating file

requisitions and movements from one officer to another and from Hub to Head Office and back;

ii. Accounting & Financial Management functions

(a) Implement the Fund's financial policies and procedures and identify areas for improvements; (b) Prepare and reconcile

bank statements monthly as guided by the Fund's accounting policy;

(c) Ensure the safeguarding of FH funds by establishing and maintaining cash controls; checks and balances through

appropriate segregation of duties;

(d) Ensure accounting and related data is entered/posted into the Fund's operating system as per the data capture policy;

(e) Prepare or extract the relevant accounting and financial reports and analysis showing variances of actual vs budget

for consolidation as part of the FH management's monthly and quarterly performance reports;

(f) Assist the Hub Manager with the preparation for annual audit and attending to audit queries/requirements as

relates to accounting and operating deficiencies at the Hub level;

(g) Prepare journal summaries/journal vouchers for such transactions as purchases, imprest retirements, adjusting

entries, etc., and post them accordingly as guided by the Fund's chart of accounts;

(h) Reconcile Motor Vehicle services transactions and report expenditure trend for incorporation in the monthly

Performance reports

(i) Prepare and submit the Hub's financial and key statistical reports to FAM monthly, quarterly or as will be guide by

management

iii. Perform any other duties as will be assigned by the Finance and Administration Manager in writing or verbally.

Qualifications and Experience of Administration and Logistics Officer

(a) Minimum Bachelor's degree in, accounting, finance, commerce or equivalent from an accredited college or university

or equivalent;

(b) Certified Public Accountant, (CPA_T), ACCA, or equivalent professional qualifications is added advantage;

(c) A minimum of 3 years working experience in banks, non-bank financial institutions, microfinance institutions,

business company or NGOs with whole sale lending or microfinance as a core function.

Special Skills and Competencies

(a) Excellent interpersonal counseling and problem-solving skills;

(b) Highly developed sense of reliability and correctness;

(c) Must be a self-starter, highly motivated, organized, and detail-oriented;

(d) Initiative, ability and willingness to work independently or under minimum supervision; (e) Familiarity with administration

and or procurement operations functions;

(f) Conversant with computer usage and application systems such as spreadsheet, power point, ms word and other

relevant application modules or ability to learn.

(g) A good communicator, both oral and written;

(h) Innovative, self-motivated and able to work in cross-cultural environment.

(i) Ready to comply and live up to and in accordance with the organization's Ideals/Core Values.

Working Conditions

(a) Office environment: Typical office based, travels only where necessary. (05% traveling and 95% office based).

(b) On call: Yes in the after normal working hours and public holidays.

Terms of Employment and Remuneration

The successful candidate will be employed on a two-year renewable contract with an attractive remuneration

package.

Duty Station:

Initially Arusha but following expansion may be transferred to other areas where SELF MF operates.


APPLICATION INSTRUCTIONS:

Interested and qualified candidates should submit their letters of application with detailed CVs, photocopies of academic credentials and names, addresses and phone numbers of three referees to be addressed to:



The Managing Director,

SELF Microfinance Fund (SELF MF),

Letsya Tower, 3rd Floor, New Bagamoyo Rd/Kijitonyama Street

P.O. Box 77760, Dar es Salaam, Tanzania. Tel: +255 022 2700113

+255 737212513



Deadline for the submission of the applications:

Four weeks from the first date of appearance in the advert. Please note that applications will be shortlisted within two weeks after submission closure, and the shortlisted applicants will be called for interview.

The applicants, who do not hear from us by 05th September 2016, should consider themselves as not shortlisted.