Administration & Logistics Officer at Mott MacDonald
Job Overview
Administration & Logistics Officer at Mott MacDonald
Administration & Logistics Officer at Mott MacDonald
Singida
Mott MacDonald
The Mott MacDonald Group is a consultancy headquartered in the United Kingdom.
Job Description
Office Management
Carry out routine tasks to ensure that the Shule Bora office is a safe working environment
Complete weekly stock reports on office supplies
Carry out general office duties as requested by the Operations Manager
Procurement
Provide support to the procurement activities.
Liaise with finance team on payments to vendors/suppliers
Monitor and keep accurate records of the Programme Asset & inventory Registers.
Support the delivery arrangements of all goods including printed materials.
Establish a good working relationship with suppliers, including the establishment of maintenance agreements for items such as generators, ICT equipment etc.
Events and Logistics
Supporting the Technical Team in the organisation of events, meetings and workshops.
Liaising with hotels and accommodation providers
Support the Operations Manager and Assistant Project Manager in the effective mobilisation of international staff and sub-consultants coming from overseas, including
Communications with UK team members for support with visa applications, flight bookings, and security briefings.
Management and timely communication of local arrangements such as airport transfers and hotel bookings.
Supporting the development and regular update of welcome packs and induction information.
Administration
Supporting sub-consultants with their administration and other arrangements
Managing the mobile communications (office phones, phone credit, internet, etc)
Manage meeting room bookings, and ensure the room is set up as per need.
Maintain operations records in accordance with Mott MacDonald processes and procedures
Supporting in the ethics, transparency and accountability principles of the Programme and of Cambridge Education (Mott MacDonald);
Be proactive and responsive to performing any other duties and responsibilities as assigned by the Operations Manager or Senior Management Team.
Candidate Specification
Proven experience in an administrative or operations role
Experience in finance e.g., supporting payments, handling petty cash etc. highly desirable
Experience handling logistical challenges in Tanzania and in negotiating to ensure efficient use of resources
Experience of organising events – managing bookings, invitations, advertising, printing, and on-the-day requirements
Ability to prioritise and work under pressure.
Ability to work in a collaborative team setting.
Proficient in using MS packages, particularly Word, Excel and PowerPoint
Strong organisational skills, reliability, and adherence to ethical standards
Excellent verbal and written communication skills
Fluency in written and spoken English, Kiswahili preferred
Experience
Experience of public sector (Governmental) processes e.g., for invitations to an event, or for requests to high-level officials
Experience of working on donor-funded programmes in multi-national teams
Knowledge
Basic knowledge of the Education Sector in Tanzania
Ability to draft letters in English and Swahili
Ability to draft processes and procedures in English and Swahili
Qualification
Bachelor`s degree in Administration studies, Logistics or related field
Work location: Singida or Katavi or Mara.
Application closing date: 13 October 2023.
How to Apply:
