Administration Officer at CVPeople Tanzania

Administration Officer at CVPeople Tanzania

Administration Officer

CVPeople Tanzania | Full time

Dar es salaam, Tanzania | Posted on 05/29/2025

Job Description

This role is responsible for executing all administration and logistics-related activities, to include managing administrative functions, minor office repairs and maintenance, front desk, office cleaning, supplies, stock management and support meetings booking both internal and external, management of the office health, safety and security standards, travels and flight ticket bookings, tax exemptions processing, country office goods and services contracts administration, managing expatriates leasing and processing suppliers’ payments

Responsibilities

Manage front desk/reception operations, and smooth administration of country office operations and project support

• Effective management of front office desk, local and international calls
• Provide general support to visitors at the reception and help them with their inquiries.
• Carry out administrative duties such as scanning and copying
• Receiving and responding to all internal and external queries at the reception
• Receiving and dispatching all office documents, mail, tenders and parcels for distribution to the respective units
• Receiving all the cheques & letters received for the office, distribute and dispatch cheques/letters to staff and suppliers
• Maintain and regularly update staff, agencies, consultants and partners contact information, printing and facilitation of the contract signing
• Process and facilitate timely flight tickets to ensure value for money
• Handle sensitive information in a confidential manner
• Management and maintenance of the printers/scanners/photocopiers, report any breakdown to ICT.
• Maintain the organization’s image, ensuring a well maintained, clean and tidy front office
• Manage country office minor repair and maintenance including service for fire extinguishers, air condition, office lights, plumbing etc
• Liaise & communicates with Tax, OSHA, fire safety Authorities to ensure timely acquisition of the tax relief, OSHA and fire and safety certificate to ensure full compliance with the government requirements
• Compile and reviewing documents relevant for tax relief/VAT refund application and determine their completeness and correctness. Filing and liaising with the relevant
• Government Authorities/parent ministry in order to have the applications endorsed before the same are presented to Tanzania Revenue Authority (TRA) for approval.
• Make further follow up to ensure VAT refund and tax exemption are processed and successfully completed. Extend all necessary support to the appointed Customs Agent in ensuring that the process is completed within reasonable time frame
• Collecting all approved exemption certificates from TRA for filing and updating Plan on all tax issues relating to Import duty/VAT refund that might negatively impact
• Plan’s operations if not complied with; and
• Implement health and safety recommendation for the office, ensure all time compliance with OSHA and Fire and Safety requirements

Office stores management (office daily usage items – stationery, sundries and assets awaiting disposal).

• Receipt and issue of office supplies
• Timely updates of stores registers/bin cards, records on receipts and issues
• Monitor and ensure optimum stock levels to avoid stock out and overstocking of office supplies
• Ensure management of procured stationery materials and other supplies at the store with a focus on preventing theft and ensuring available supplies for staff.
• Ensure stores cleanliness and stock arrangements that minimize damage to stock

Organize country office meetings and venue bookings and preparing all required equipment for normal office meeting & workshops

• Maintain Country Office venue booking register to ensure coordination to avoid any disruptions and efficient use of venues, supplies and equipment
• Ensure the conference rooms are in a tidy condition all the time, with checking before and after meetings
• Organize country office meetings, accommodation and gathering with preparing all required equipment for normal meeting & workshop

Manage the office cleaning and management of cleaners to ensure all time healthy working environment

• Manage the cleaning contract and daily management of cleaners to ensure cleaning materials are fully received and cleaning services are of the required Plan standards
• Monitor and track periodic cleaning, cleaner’s attendance, quantity and quality of supplies, all time cleanliness of the office as agreed in the contract, and ensure periodic office fumigation in all areas

Security Plan management and implementation of policies

• Ensures full control of all Plan visitors access to the office all time, signing visitors’ book, tracking their movement and location in the office and signing the register when exiting the building
• Coordinate with the visitor host to meet the guest at the visitor’s host at the reception
• Ensure the safety of the office at all times by putting measures to mitigate against theft, or threat to office security.

Facilitate supplier and partner payments

• Act as the first point to receive all documents, will be responsible to compile and process projects supplier’s invoices with the proof of delivery for timely submission to finance for payment
• Preparation and updating the monthly payment tracking report to monitor progress and provide feedback
• Receive invoices, supplier’s delivery notes/way bill at the reception desk for the physically, successfully received goods and services
• Work with finance and ensure all the suppliers’ invoices, from the most recent to the old received invoices are consolidated and submitted to finance to ensure timely and fair payment process to vendors
• Consolidate copies of purchase orders, contracts and purchase request from the procurement unit for all the ongoing and completed purchase request to ensure availability of these documents for payment purposes once required to avoid any such unnecessary payment delays
• Receiving Goods, Services and Assets in SAP System (MIGO), that are supported with the signed delivery notes by the technical person, and user departments after they have conducted the inspection, quality assurance, confirmed that they have been successfully received; and
• Put in place proper system of receiving and recording invoices from suppliers and good system of handling the same to finance department after procurement related processes

Knowledge and Experience

• Bachelor in Business Administration, Procurement and Logistics Management, Financial Studies, Secretarial or Customer Service
• Experience providing front office support in International NGOs is an added advantage
• Demonstrated relevant progressive experience in similar posts
• Fluent in English and Kiswahili languages-the ideal candidate should have excellent oral and written communication skills
• At least 3 years’ experience in a similar role in an NGO environment
• Computer, telephone operation, communication and Interpersonal skills
• Knowledge in SAP software would be an added advantag
• Strong administrative skills or ability to learn
• Excellent communication skills
• Strong team player and motivational skills
• Proficient in computer skills
• Verbal Communication

CLICK HERE TO APPLY