Deadline: Ongoing
Room to Read is currently seeking applications from the eligible applicants for the post of Administration Officer in Dar es Salaam, Tanzania.
The Administration Officer is responsible for administrative operation of the office including day to day logistic arrangement, office management, and all procurement management both program and non-program items.
Room to Read envisions a world in which all children can pursue a quality education.
Key Jobs Responsibilities
The Administration Officer will perform the following functions-
- Oversee all administrative and operational matters in compliance with Country and Global Office policies.
- Maintain third party contracts, agreements, policies, etc.
- Ensure full functionality of Room to Read office functions at all times (e.g. electricity, utilities, internet, plumbing, internet, security, insurance and office set-up if need be).
- Organize all program related travel and/or transportation needs.
- Organize all visitor related travel and/or transportation needs.
- Ensure appropriate level of compliance by all staff for adopting and following administrative policies and procedures.
- Guide and coach the administrative staff (Assistants) in maintaining office equipment’s and management of the records and also all the administrative issues and supports.
- Participate in any other activities which may be required to be undertaken to fulfill the objectives of the organization.
- Explore opportunities for partnerships and knowledge sharing with NGOs, experts and institutions involved in teacher training and literacy initiatives.
- Prepare annual procurement plan for all procurement related (program and non-program) as per approved budget with consultation with the program team linking with the program implementation calendar.
- Implement all procurement activities well in advance as per approved budget and annual procurement plan.
- Oversee the procurement process and ensure that the procurement is completed in time and in a very cost effective manner for goods and services.
- Implement and follow RtR procurement policy and procurement guidelines/manual and procurement norms for all type of procurement (goods and services).
- Work with program team in obtaining purchase requisitions with detailed specification in order to start the procurement process well in advance.
- Work with procurement committee for all purchase above $5000 as per the organization policy.
- Coordinate and work closely with program team to process procurement in timely manner.
- Do a market survey regularly in order to assess the market trends and to know average costs of material/items needed by RtR, availability of types of goods/materials and services and share the same to the management.
- Maintain market price/rate of all goods/materials that generally RtR purchases and help the program team to prepare the estimation before the purchase process is started.
- Obtain and maintain the general practice of procurement process in other similar organization and local government.
- Ensure RtR procurement norms are accordance with the local statutory requirement. Any difference should be brought to the attention of the management.
- Maintain vendors/suppliers list with their contract address according to the type of business and trade and update it regularly.
- Update the Country Director, Operations Director and the program team on the status of the procurement process in a regular basis.
- Maintain procurement file in an appropriate fashion and order including – requisition, quotes/bids, comparison, evaluation, approval, contract/purchase order, delivery note etc. for each purchase.
Eligibility Criteria
Applicants must have-
- Bachelor’s degree with minimum of five years’ experience in an administrative position especially in procurement management.
- Experience in successful completion of a wide range of procurement activities especially large procurements that involve public bidding.
- Strong verbal and written communication skills in English and local language.
- Experience in procurement activities in International Development organizations with public bidding experience.
- Strong planning, supervisory, and management skills.
- Strong Negotiation skills.
- Strong sense of market situation and trend.
How to Apply
Applicants must submit their resume and cover letter via email.
For more information, please visit Room to Read.
