ORGANIZATIONAL BACKGROUND 

CARE is a leading humanitarian organization dedicated to fighting poverty and social injustice with a special emphasis on  women and girls. CARE Tanzania is part of CARE International, with the vision to seek a world of hope, tolerance, and social  justice, where poverty has been overcome and people live in dignity and security. CARE International is a global force and a  partner of choice within a worldwide movement dedicated to ending poverty. We are known everywhere for our unshakable  commitment to the dignity of people. CARE Tanzania and partners contribute to the empowerment of the most marginalized  and vulnerable rural women and girls to exercise their rights. 

PROJECT BACKGROUND 

Her Resilience, Our Planet project funded by Global Affairs Canada (GAC) aims to increase the socio-economic empowerment  of women and female youth in gender responsive and ecosystem-sensitive agricultural sectors in five districts of two SAGCOT’s  geographic priority clusters: Ihemi cluster (Iringa, Kilolo, Mufindi and Wanging’ombe districts) and Mbarali cluster (Mbarali  district). 

The 6-year Her Resilience, Our Planet (HROP) project will enhance the adoption of gender-responsive Climate-Smart  Agriculture systems, biodiversity protective food systems for nature, and positive climate change adaptation by food insecure communities, especially women and youth. The project strives to increase the utilization of gender-responsive, Climate-Smart,  and nature-positive agricultural business development resources and services by food insecure communities and enhance  leadership and participation of women and female youth in the processes leading to gender-responsive, climate and nature informed policies, strategies, plans, and budgets in SAGCOT area. 

The project will be implemented by a consortium of six organizations: CARE, WWF and four local implementing partners:  SAGCOT Centre Ltd (SCL), Tanzania Gender Networking Program (TGNP), Shahidi Wa Maji (SwM) and Conservation Farming  Unit Tanzania (CFU-Tanzania) offering decades of experience in women’s leadership, climate change adaptation and  ecosystem conservation. This project will also harness learning from 15 years of joint programming by the CARE-WWF Alliance. 

CARE Tanzania seeks to recruit dynamic qualified Tanzanians to fill five (9) positions for the anticipated Her Resilience, Our  Planet project funded by Global Affairs Canada (GAC) based in Iringa. 

POSITION TITLE: Administration and Procurement Officer

REPORTS TO: Head of Finance and Operations

LOCATION: Iringa

JOB SUMMARY

The Administration and Procurement Officer is responsible for timely provision, coordination and management of logistics, procurement and administrative support services to projects and staff of CARE Tanzania.  Administration and Procurement Officer ensures that the Administration and operations function delivers the services and meets its commitments towards internal (i.e. staff) and external clients i.e. visitors, vendors) in time and within budget. Further the officer ensures the function meets its objectives in time in collaboration with the program team. The position is a petty cash custodian in the respective office.

RESPONSIBILITIES AND TASKS

• Ensure that all operational support functions in the Project Office run efficiently and effectively to meet the needs of the projects in a sub office.
• Ensured compliance in all administrative policies and procedures.
• Meet day-to-day demands of the Project Office, including, maintenance of office, lease renewals, security, and logistics for forwarding of goods, travel and accommodation support for staff and visitors.
• Prepare quarterly and annual management reports on the operational functions.
• Maintain coordination with key officials in the various local Government offices at the Project Office level.
• Ensure timely renewal of lease agreement negotiations of Project level and inform CARE CO about any changes regarding the rental agreement if any.
• Facilitate submission of administrative documents required for audit and respond to audit queries in relation to administration and procurement issues.
• Support ICT & Digital personnel to maintain effective Information Technology and communication service at the field office.
• Print out, document and disseminate information immediately to staff members by dispatch and periodically update the notice board with relevant communication and news from offices or from country office.
• Manage relations with staff, suppliers, District authorities, public utility companies and the public in order to maintain CARE’s image and reflect CARE Tanzania core values.
• Over sees provision of outsourced service (security, cleaning, garbage collection etc.) according to the respective contract.
• Manage the vehicle and motorcycles fleet based in the Project Office
• Ensure proper and timely maintenance, services and repairs of motor vehicles and motorcycles to meet the Project Office needs.
• Liaise with CO Administrative and Logistics officer and ensure annually renewal of insurance for the vehicles and motorcycles.
• Track fuel monthly consumption for vehicles and motorcycles for preparation of monthly performance reports of vehicles and motorcycles and advise accordingly.
• Manage the effective use of location vehicles and motorcycles fleet and monitoring their usage in accordance with CO policies.
• Manage continuous flow of power supply through smooth running and maintenance, repair and services of office generator, Liaise with Administration staff at Country Office to ensure travel and accommodation arrangements for CARE visitors, partners and staff from Project office are done in an efficient manner.
• Vehicle maintenance schedule is monitored and ensures regular service and repairs are undertaken at approved mechanics. 
• Facilitate logistics support to CARE visitors, consultants, partners and staff when visiting field office.
• Facilitate logistics arrangements for workshops, meetings and conferences and payments of bills
• Manage procurement requisitions of Project Office and other offices while ensuring compliance to procurement policies and procedures are adhered and implemented in accordance with CARE International policies and procedures 
• Provide continuous and effective procurement support to the Project Office, ensuring that CARE Tanzania obtains best quality products and service at the most economical cost and in accordance with donor rules and requirements 
• Negotiate and manage vendor contracts for the interest of the organization and relevant donors for the projects.
• Setup of vendors/suppliers in PeopleSoft System after approval by Procurement Committee
• Establish and maintain Project Office Approved Vendors’ list (AVL) and manage Required Vendor contracts while ensuring compliance to CARE USA Anti-terrorism policy.
• Liaise with Project Managers and project teams to prepare procurement plan for submission to Procurement Office at Country Office and ensure Projects procurement requests are implemented in accordance with the approved plan, CARE policies, Donor rules and regulations and good practices on procurements.
• Supervise outsourced facility management service provider at the Project Office
• Purchase goods and services of Project Office through reviewing and processing of Purchase Requests and supervise them in accordance with CARE International Procurement Policy
• Ensures that CARE gets best deals for all purchases e.g accommodation, conference packages costs have been assessed and booked and recorded.
• Build capacity on procurement best practices and procedures.
• Operate as a member of the Procurement Committee
• Ensure preparation of timely procurement reports (weekly, monthly and quarterly), in accordance with donor and CARE Tanzania requirements
• Safety and Security Secondary Focal Point for the Project Office and a member of the Project Office Safety and security committee,
• Implement staff safety and security procedures and provide guidance to staff as required.
• Support Director of Administration and Operations on periodic Safety and Security assessment of the Project Office to ensure KPIs for Safety & Security are achieved.
• Ensure safety and security of CARE’s non-expendable property as well as staff operating within the operational area and in Project Office.
• Ensure the office maintains occupational Safety Health environment and meets the required standards of OSHA
• In collaboration with Project Managers periodically implement the fire drill to staff in a Sub office
• Ensure compliance in safety and security policies, procedures and guidelines at the Project Office operational level is observed.
• Maintain security services and responsibility for security contracts of the office premises and property by ensuring that services such as telephones and electricity are effectively functioning and keeping them in order.
• Support Director of Administration and Operations to maintain an updated communications tree for Project Office staff.         
• Oversee proper installation, maintenance and effective use of office capital equipment and machines.
• Ensure proper use of all office equipment, furniture and fixtures and other assets and are well maintained and inventories are in order.
• Ensure compliance with property management policies and procedures and advise the Head of Department for replacement of Project Office equipment.
• Maintain Inventory of Supplies in accordance with CARE policies and accounting good practice in inventory and stock management.
• Support responsible team for annual physical count in respective of Project Office on behalf of CARE Country office.
• Provide information for updating the Project Office assets and determine the loss and unregistered items and inform the Head of Department accordingly.
• Keep efficient records of goods receipts, stored and issued.
• Manage preventive maintenance of office building and equipment, ensuring the proper functioning of equipment and arranging for inventory control and disposal.
• Perform other duties as assigned by his/her supervisor.

EDUCATION QUALIFICATIONS

• Bachelor’s degree in public/business administration or Procurement or equivalent combination of education and work experience from a recognized University

EXPERIENCE AND SKILLS

• 3 years’ previous experience managing program support functions in an office with several projects funded with different donors with strict rules and regulations.
• Knowledge and experience of local laws governing operations of INGOs,
• Understanding of INGO and donors’ policies and procedures related to the administration functions and standard operating procedures.
• Experience working with international non-Governmental Organizations

TECHNICAL COMPETENCIES

• Understanding of donor’s rules, policies, and procedures as well as the country’s laws related to the position’s function.
• High level administrative and organizational skills, ability to prioritize heavy and varied workload and meet deadlines for routine tasks whilst coping with the unexpected
• Demonstrated management skills and ability to manage and motivate a team.
• Capability to foster an atmosphere which recognizes and respects CARE core values.
• Excellent report-writing skills
• Capacity Building and Facilitation skills
• Ability to work on own initiative, with a creative approach to problem solving.
• Strong level of attention to detail.
• Flexibility to adapt to new situations, with a positive attitude to working in an international organization. 
• Communication Skills - Excellent interpersonal skills and ability to build partnerships and relationships in a multi-cultural environment.
• Work Management and Problem Solving - self-organized with ability to manage time and tight schedules, working effectively under pressure.

MODE OF APPLICATIONS: 

Only a letter of application and updated CV including names of at least 3 reputable referees from previous jobs (preferable line  Managers) with reliable contacts should be sent by email to Human Resources Department  TZAHumanResourcesDepartment@care.org by CoB, 25th June 2024 at 1700hrs. The applicants should clearly state the  Job title applied for in the subject line of the email. Only shortlisted applicants will be contacted. 

CARE is an equal opportunity employer promoting gender, equity and diversity. Female and people with disability candidates are  strongly encouraged to apply. Our selection process reflects our commitment to the protection of children and vulnerable adults  from abuse.