Dahw/GLRA Tanzania Office Administrator
Background Information
German Leprosy and TB Relief Association (GLRA/DAHW, Deutsche Lepra- und Tuberkulosehilfe) is a non-governmental organization with the East Africa Region of DAHW/GLRA in Ethiopia and Headquarters in [Location]. The organization addresses health issues, especially aspects of leprosy, tuberculosis, and neglected tropical diseases (NTDs), along with inclusion, humanitarian aid, and research in an innovative way. Presently, DAHW/GLRA Tanzania is looking for a highly motivated and experienced Office Administrator for the DAHW/GLRA-Tanzania program office. DAHW/GLRA-Tanzania has a long-standing history dating back to 1959, where it started with the support of leprosy patients. Today, it is a recognized expert in its key areas—leprosy, TB, NTDs, and addressing the medical and social consequences of these diseases—collaborating with the Ministry of Health, BMZ, EKFS, Novartis, and others.
Position: DAHW/GLRA Tanzania – Office Administrator
Duty Station: Dar es Salaam, Tanzania
Job type: Full-time
Employment Type: Fixed term for one year with possibility of extension
Salary: Negotiable
Purpose of the Job
The Office Administrator is responsible for ensuring the smooth and efficient operation of all office operations. He/she will undertake administrative, clerical, and supportive tasks essential for maintaining office organization, managing office resources, and assisting with day-to-day operations. The Office Administrator serves as a central point of contact for office needs and supports multiple departments to optimize productivity and workflow.
Main Responsibilities
- Manage all office filings, including staff files and records, vehicles, office management, and staff meeting files.
- Handle petty cash management and ensure seamless and best practices for petty cash handling.
- Handle confidential documents and maintain strict confidentiality.
- Organize and take minutes during office management and staff meetings.
- Prepare and distribute meeting agendas, minutes, and follow-ups.
- Assist in preparing reports, presentations, and documents as required.
- Ensure attendance of staff is tracked and managed.
- Plan the arrival of visitors and guests and ensure that the visitor book is signed.
- Ensure that all compliance requirements and reporting are met.
- Maintain and organize office supplies, equipment, and inventory.
- Oversee the cleanliness and maintenance of the office space.
- Coordinate with vendors and service providers for office supplies, equipment, and services.
- Answer, screen, and forward incoming phone calls, emails, and other communications.
- Schedule and coordinate meetings, appointments, and conference calls.
- Coordinate annual staff schedules and annual leave plans.
- Manage the Fixed Assets and Office Property Guidelines.
- Ensure that the DAHW handbook is adhered to in all office operations.
- Ensure the daily smooth running of office operations and maintenance.
- Ensure all staff records are securely and confidentially stored within their respective files.
- Ensure that safeguarding is always protected for all staff within the office.
- Ensure that the Labour Law Act is followed and adhered to for all staff and within the NGO.
- Prepare expense reports for office-related activities and purchases.
- Assist with onboarding new employees (e.g., setting up workstations, coordinating training schedules).
- Maintain employee records and assist with HR-related tasks as needed.
- Assist with travel arrangements and accommodation bookings for employees and visitors.
- Maintain a professional and welcoming office environment for visitors and clients.
- Serve as a point of contact with our Regional Office Administration from Addis Ababa, Ethiopia.
Property Management
- Ensure the proper management of all procurement, receiving, issuing of the GLRA Tanzania office.
- Oversee all procurement activities based on the DAHW and local handbook.
- Follow the necessary contract and framework agreements for goods/service suppliers.
- Ensure that assets are well managed and placed in the Asset Management System.
- Properly record and update the asset register and ensure appropriate coding and tags are placed on each item.
- Manage the vehicle movement of the office.
- Participate in the disposal of old material.
Required Qualification and Experience
- Bachelor’s degree in Business Administration and/or Management.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Basic knowledge of office equipment and technology (printers, phones, etc.).
- Ability to work independently and as part of a team.
- Strong attention to detail and problem-solving skills.
- Proven ability to achieve organizational goals.
- Previous work experience in national and/or international non-governmental organizations is advantageous.
- Professional demeanor and customer-oriented attitude.
- Discretion and confidentiality when dealing with sensitive information.
- Basic knowledge of different accounting software and packages, such as Winpaccs, is an added advantage.
How to Apply
Interested and qualified applicants are required to submit their non-returnable application/motivation letter with an updated resume, credentials, and supportive documents with 3 referees through Email: [email protected] by 3rd January 2025, 17:00 hrs, stating the position you are applying for in the subject line of the email.
Note: Only shortlisted candidates will be contacted for interviews.
