Administration and Logistics Officer at Mott MacDonald Tanzania

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.

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Candidate Specification:
Skills

• 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

Project Description:
The
UK aid funded Shule Bora programme aims to improve the quality of
pre-primary and primary schools in Tanzania. There are four main
outcomes: improving learning outcomes for all children, improving
transition rates to secondary schools for girls, ensuring children are
safe in and around schools, and helping children with disabilities
access quality education. 

The programme will:
Work
with Ministry of Education, Science and Technology (MOEST) and the
President’s Office Regional Administration and Local Government
(PO-RALG) to test, adapt and implement at scale quality,
gender-transformative, disability-inclusive and safe to learn education
approaches in 9 regions, generating learning and evidence on how to
achieve these outcomes affordably and at scale.

Support GoT
with the timely and effective implementation of the PforR mechanism
through technical assistance and capacity building, with a strong focus
on data verification, financial management and risk management. Support
lesson learning processes from PforR so that these can be embedded into
government processes and shared with development partners and other key
stakeholders. Ensure that lessons and best practice from (1) are used to
inform PfR mechanism.

Manage and coordinate programme
activities, with a strong focus on (i) ensuring a high quality
programme, financial and risk management oversight, (ii) working with an
independent Learning and Evidence (L&E) provider on establishing
regular, rigorous and community-driven monitoring and evaluation
activities, and (iii) developing and implementing a strategy for
effective communication of Shule Bora objectives, results, and lessons
learned to a range of target audiences.

Equality, diversity and inclusion
We
put equality, diversity and inclusion at the heart of our business,
seeking to promote fair employment procedures and practices to ensure
equal opportunities for all. We encourage individual expression in our
workplace and are committed to creating an inclusive environment where
everyone feels they have the opportunity to contribute.

Agile working
At
Mott MacDonald, we believe it makes business sense for you and your
manager to choose how you can work most effectively to meet your client,
team and personal commitments. We embrace agility, flexibility and
trust