Introduction

Virginia Tech’s Tanzania Agricultural Education and Development project, a new USAID funded project, based at Sokoine University of Agriculture (SUA) in Morogoro, Tanzania, is looking for a dynamic, deadline driven, highly organized and tech-savvy Logistics and Event Planning Officer.

Basic Function

Reporting to the Administrative Assistant, the responsibility of the Logistics and Event Planning Officer will be to assist the PMU in coordinating logistics that facilitate the day-to-day operations of the project. The Officer will manage the project’s transport fleet and coordinate project events such as workshops, conferences, and meetings.

Major Responsibilities:

•        Managing transportation requirements

•        Supervising project drivers

•        Supporting the finance function in the procurement of project goods

•        Keeping a log of purchase orders, invoices, bills, and receipts

•        Coordinating project events

•        Working with the Administrative Assistant in carrying out daily facilities and housekeeping functions within the PMU e.g., keeping an official list of office key holders, emergency contacts, safety procedures, phone lists etc.

Specific Duties

•        Developing and implementing Transport Vehicle maintenance schedules

•        Developing and managing schedules for drivers

•        Assisting in the implementation of policy guidelines and regulations on use and management of the vehicle fleet.

•        Coordinating the insurance and licensing of vehicles,

•        Coordinating the usage and servicing of vehicles with a view to ensuring efficient and economic utilization

•        Making arrangements for hire of motor vehicles as needed

•        Coordinating arrangements for arrivals and departures of project guests from outside the country

•        Coordinating with Tanzanian Government officials for Visa issues for project needs

•        Working with appropriate project officers to develop and monitor timelines and deadlines related to all aspects of project events (such as workshops, conferences, boot camps, stakeholder forums, etc),

•        Working with project officers to develop a program for events, including speakers, topics, and timing and communication with participants regarding their commitment to the event and their needs related to attending the event (i.e. travel, reimbursement, handouts, bios, etc.)

•        Submitting programs to appropriate individuals for approval.

•        Managing database and registration processes, including on‐site registrations, to ensure accurate registration data, name badges (and ribbons), etc.

•        Managing and working with appropriate staff to evaluate all events, ensuring continual improvement and quality

•        Providing any follow‐up to the events such as thank‐you letters to speakers, partners, government officials, etc., as needed.

•        Carrying out any other duties as may be assigned by the Administrative Assistant

Qualifications and Requirements

•        Minimum of Diploma in relevant subject (e.g. business administration, procurement, logistics, commerce, store management) OR demonstrated logistical experience with a local or International organisation/company

•        Experience of making logistical arrangements for organizing events and Meetings

•        Experience of asset management and procurement

•        Experience of finance management

•        Effective verbal and written communications and interpersonal skills

•        Excellent organizational skills

•        Excellent computer skills including Excel, Word etc.

•        Ability to problem- solve and make sound operational decisions

•        Fluency in written and spoken English essential

•        Tanzanian Nationals are strongly encouraged to apply.

How to apply

To apply, please specify the title of the position to which you are applying and send a cover letter, current resume, three writing samples, three professional references and salary history by email to: OIREDJobs@gmail.com. Applications will be reviewed beginning on 1/3/2018 and the position will remain open until filled. Only short-listed candidates will be contacted.