Administration Officer at FSDT Tanzania

ADMINISTRATION OFFICER
JOB DESCRIPTION

Administration Officer at FSDT Tanzania August 2024

About the Organization
Established
in 2004, the Financial Sector Deepening Tanzania (FSDT) is a
donor-funded financial sector market facilitator that aims to achieve
poverty reduction through a transformative financial sector that offers
inclusive and sustainable financial solutions to improve the livelihood,
wellbeing, and empowerment of underserved Tanzanians. FSDT’s work is
guided by the Market Systems Development (MSD) approach, which aims to
develop market systems that benefit the underserved, offering them
capacities and opportunities to improve their lives.

Currently,
our main target markets are women and youth, who have been identified as
the most financially excluded market segments in the country. FSDT is
dedicated to supporting the financial sector in delivering inclusive,
quality and sustainable financial solutions that meet the financial
needs of women and youth.

Through FSDT facilitation, we hope to achieve the following changes in the market:
Improved
policies, legal and regulatory frameworks that promote gender equality
as well as economic and financial opportunities for women and youth;
Improved
availability of relevant financial sector infrastructures that will
equip the financial sector players and other stakeholders with the
ability to meet the needs and aspirations of women and youth;

Financial
service providers developing and scaling innovative and responsive
financial solutions/tools for women and youth to promote equality,
empowerment, and wellbeing;
Improved confidence and capability of women and youth to demand and use financial solutions.

The Opportunity
FSDT is seeking applications for the position of Administration Officer:
JOB TITLE Administration Officer
DEPARTMENT Finance & Operations
REPORTING RELATIONSHIPS Reports directly to HR & Corporate Services Manager
Direct reports Driver/Administration Assistant

About the Job
The
Administration Officer is responsible for managing the front desk,
office supplies, preparing reports on expenses and budgets, maintaining
company databases, organizing filing systems, and assisting with
employee and client queries in the most efficient and timely manner, and
to the standards and expectations of FSDT staff and visitors. The role
holder acts as the first point of contact and resource to all incoming
guests and staff. S/he also provides collaborative day-to-day general
office management, clerical, logistical and administration support to
executive functions of FSDT in a professional manner.

Key Responsibilities
Reception Services

• Manage
  an efficient and well-informed front desk; represent the organisation’s
  brand by ensuring that visitors and all incoming and outgoing
  communications are handled with maximum efficiency and professionalism.
• Ensure
  that the reception desk is staffed at all times (creating a duty roster
  and taking responsibility for handling any problems with the
  scheduling).
• Ensuring that the visitor reception area, front desk and compound are clean, tidy and attractively arranged at all times.
• Monitor
  front office equipment (telephones, computer, seating) and ensure it is
  in good working order at all times (includes scheduling regular
  maintenance).
• Receive visitors and incoming communications
  cheerfully and efficiently; deal with any client, staff, visitor, and
  consultant requests, immediately if possible, referring to relevant
  personnel when necessary.
• Ensure efficient processing of
  courier deliveries, mail, receipt of clients, documents, and
  correspondence; follow procurement procedures when receiving goods that
  are delivered by suppliers.
• Initiate Admin related purchase requisitions and upload received invoices for payments processing.

Facilities Management & Maintenance

• Manage
  FSDT’s office facility ensuring an appropriate standard of health &
  safety, security, and environment is maintained at all times.
• Ensure
  that the office are kept secure at all times, liaising with the
  security company to manage and schedule the guards, ensuring that
  appropriate security measures are in place and functioning, and
  overseeing arrangements for managing keys and locking up.
• Ensure
  that all routine maintenance is carried out to keep facilities in a
  safe and attractive condition, liaising with service providers to ensure
  that quality work is done.
• Develop and implement a system for
  recording and responding swiftly to maintenance requests (giving
  priority to matters of safety), ensuring that the assets staff are using
  are safe and fully functional; participate in health and safety audits.
• Liaise with the HR & Corporate Services Manager to ensure the provision of goods and services for the office.
• Ensure
  that appropriate contracts/LPOs are drawn up with vendors of office
  supplies or services (including travel agents and hotels).
• Maintain
  good relationships with the vendors of office services; ensuring that
  FSDT’s expectations are clearly communicated & met, and that timely
  payments are made in return.
• Oversee the office supplies;
  ensuring that the correct levels of required supplies are kept in stock,
  re-ordering when necessary, and ensuring that supplies are kept secure
  and in good condition. 

Travel Arrangements

• Make
  travel arrangements for departmental staff and key external
  stakeholders on FSDT business; giving attention to safety, security and
  wellbeing of the travellers whilst complying with FSDT’s policies and
  any statutory requirements.
• Ensure full understanding of the
  needs of the travellers; research and discuss options, and ensure that
  the travel itinerary and bookings will meet requirements.
• Ensure
  that a comprehensive plan and itinerary is drawn up and communicated to
  all concerned; providing visitors with all necessary information
  (equipment needs, immigration requirements, permits, medical precautions
  etc.).
• Liaise with Procurement team to ensure that all bookings, travel and any other logistical arrangements are made.
• Manage
  the finances associated with travel: advance requests, travel expense
  claims and travel expense accounting; maintain all financial records
  relating to the pillar travel and transport; co- operate with Financial
  auditors on travel related expense audit queries.
• For arriving
  visitors, ensure that they are welcomed and provided with all necessary
  briefings / orientation; during their visit, check to ensure that all is
  going smoothly and provide support if necessary. 

Meetings & Events Management

• Support
  key meetings and events (including board meetings); ensuring that all
  necessary logistical support is provided so that participants can focus
  on achieving the purpose of the event.
• Ensure full
  understanding of the schedule of meetings and events that must be
  organised and the list of attendees for each one; liaise with
  participants to schedule suitable times and venues and confirm
  attendance.
• Organize the logistics associated with meetings and
  events (e.g. booking venues, organising equipment, stationery,
  refreshments, setting up and hosting remote meetings, transport).
• Provide
  support with the preparation, collation and circulation of agendas,
  documents and other meeting resources; especially liaising with staff to
  ensure timely production and submission of Board packs.
• Support
  with taking minutes, keeping records, and maintaining proper files;
  especially ensuring that documentation associated with Board meetings is
  compliant with statutory requirements.
• If requested, organise
  the production of documents or resolutions and coordinate signing,
  submission to statutory bodies and storage in the correct FSDT filing
  system.
• Manage all office events including scheduling the time. Leadership & Empowerment of the Team
• Lead
  the Administration team (Driver, and suppliers of office goods and
  services) to deliver excellent support services and maximises value for
  money on investment from FSDT’s resources.
• Liaise with the HR
  & Corporate Services Manager to ensure sufficient staff to deliver a
  good level of service; through a combination of management of staff
  services and procurement of outsourced service providers.
• Lead
  and manage the team towards high standards of performance through clear
  roles and responsibilities and provision of appropriate support;
  proactively address performance issues through timely constructive
  feedback, coaching and appropriate corrective action.
• Develop
  and encourage talent through on-going staff development, succession
  planning, career management and utilisation of a leadership style that
  will drive employee engagement.
• Ensure development of an
  inclusive environment; lead the development and implementation of
  policies and ways-of-working that provide for diversity and equal
  opportunities.
• Ensure that staff are managed in accordance with
  good HR management practice and provided with a safe and conducive
  working environment; includes ensuring that all legal and statutory
  obligations are fulfilled.

Role Requirements
Qualifications and Education

• Minimum of bachelor’s degree in a relevant field from a recognized University.

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Essential Experience,Knowledge and Skills

• At least 4 years’ post-graduation experience working in an Administration Officer role; preferably in the development context.
• Conversant with Microsoft Office suite, especially Word, Excel, PowerPoint and Outlook.
• Good communication skills; including good written and spoken English and (ideally) Swahili.

Personal Characteristics
Commitment&Drive for Results:
You
have values and personal ambitions that are aligned with FSDT’s goals
to support the financial sector to offer inclusive and sustainable
financial solutions.

Initiative&Decisiveness
You have a
strong sense of ownership: taking personal responsibility for whatever
work you have been allocated, the impact we are seeking, and the
achievement of critical higher-level goals. You have a reputation for
being action-orientated and dynamic without needing to be pushed or
reminded, and you can make appropriate decisions within the scope of
your role, even when the way ahead is unclear.

Learning&Innovation
You
continually improve your skills and knowledge and role-model a personal
commitment to professional development. You are quick to recognise
opportunities or new ideas and make use of them in your own work; and
you respond to a new situation, or tough feedback, by learning, adapting
and improving.

Relationship Building
You initiate and
maintain positive relationships with others – discerning and
appreciating the values, concerns, or feelings of others – and you can
draw others in to build an effective team. You have sophisticated
interpersonal skills and an ability to observe and listen to others at a
deep level, perhaps by reading body language or thinking deeply about
the implications of what someone else has said.

Communication&Influencing
You
deliberately adjust your behaviour in order to address the feelings,
needs, or concerns of others, communicating clearly, confidently and
appropriately to influence others. You can demonstrate understanding of
the ways in which success is dependent upon influencing others, and you
have a track record of networking strategically and building
relationships of influence.

Resilience&Resourcefulness
You
possess the personal resourcefulness to deal with difficult situations
effectively and to navigate a path through whatever challenges the team
is facing, demonstrating courage to do what must be done. You can manage
your emotions well; remaining effective, open, and engaged, despite
experiencing an internal emotional reaction.

Application Deadline: 20th August2024
How to Apply:
Please submit your application via email to vacancy@fsdt.or.tz
Only short-listed candidates will be contacted.