Henry Jackson Foundation Medical Research International (HJFMRI) locally known as Walter Reed Program Tanzania (WRP-T) is an international non-governmental organization working in several countries providing care and treatment to people affected by HIV/AIDS and conducting research studies and has been actively involved in HIV and AIDS programming for over 30 years.
WRP-T implements PEPFAR funded HIV prevention care and treatment activities in the Southern Highlands, providing resources, personnel, and services to the Zone. The program has expanded from supporting the Mbeya Zonal Referral Hospital in becoming a hub for anti-retroviral treatment in the Southern Highlands zone; to community support through decentralized services with the overall objective of implementing research clinical HIV prevention care and treatment services in Mbeya, Rukwa, Katavi, Ruvuma and Songwe regions in the zone.
In collaboration with the Ministry of Health. Community Development.Gender. Elderly and Children (MoHCDGEC) and community NGOs. WRP-T has been leading a comprehensive HIV and AIDS care and support program in the Southern Highlands of Tanzania since 2004. The program which is sub-contracting with Regional Health Management Teams (RHMTs) and 14 community outreach partners. extends to 25 district councils in the five regions. Collectively the zone which has one of the highest HIV prevalence rates in Tanzania represents a catchment area with close to 6 million people (13% of the population of Tanzania mainland). Despite remarkable achievements made over the past ten years, the expansion of HIV care and treatment interventions remains critical both at the facility as well as the community level.
Walter Reed Program- Tanzania is seeking qualified candidates to fill the position below.
Position: Office Manager Reports to: Regional Program Manager/HR and Admin Director
Location: Mbeya
Purpose of the position
The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.
Scope
The Office Manager reports to the HR and Admin Director and is responsible for providing office management services to HJFMRI- Tanzania office. This includes maintaining office services and efficiency supervising administration staff such as Office Attendants and Travel Assistant; as well as maintaining office records.
Duties and Responsibilities
- Maintain Office Services
• Designs and implements office policies;
• Establishes standards and organizes office procedures and operations;
• Monitors and records long distance phone calls;
• Reviews and approves supply requisitions;
• Maintains the condition of the office and arranges necessary repairs;
• Follow up and ensure all office related bills are paid in a timely manner. These include utilities air ticketing and hotel and accommodations and office repair and maintenance. - Supervise Office Staff
• Completes operational requirements by scheduling and assigning employees as well as follow up on work results;
• Orients and trains new employees on administrative and office matters;
• Supervises and monitors and appraises the work Office Attendants. Travel Assistant and other junior office/ administrative staff;
• Coaching and disciplining staff under her/his supervision - Maintain office records
• Designs and maintains filing system;
• Ensures filing systems are maintained and up to date;
• Defines procedures for record retention;
• Ensures protection and security of files and records;
• Ensures effective transfer of files and records;
• Transfers and dispose of records according to retention schedule and policies. - Maintain office efficiency
• Plans and implements office systems, layout and initiate the process of procurement of needed equipment and furniture by liaising with the Procurement and Logistics Department;
• Designs and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments;
• Keeps the management informed by reviewing and analyzing special reports, summarizing information and identifying trends;
• Reviews and updates office health and safety policies and ensure they are observed;
• Maintains supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supply and verify receipts for supplies;
• Records and monitors expenses and raises monthly invoices for utilities and other administrative/office services;
• Keeps an online calendar of events for all staff, documents travel days and organizes meetings and appointments;
• Books transport and accommodation for local and international travels as may be needed;
• Supervises customer services and responds to customer inquiries and complaints. - Performs any other duties as may be assigned by the HR and Admin Director
Education Qualifications
• Bachelor or Master's degree in Business Administration, Human Resources Management or any other related fields
• At least four (4) years of experience in related functions
• Computer skills and demonstrate excellent knowledge of Microsoft Office
Knowledge, Skills, and Abilities
Knowledge
The Incumbent must have proficient knowledge in the following areas:
• Knowledge of office administration;
• Knowledge of human resource management and supervision;
• Ability to maintain a high level of accuracy in preparing and entering information
Skills
• Analytical and problem-solving skills;
• Decision-making skills,
• Effective verbal listening communication skills;
• Attention to detail and high level of accuracy
• Very effective organizational skills;
• Effective written communication skills;
• Computer skills including spreadsheet and word-processing programs, email at highly proficient level;
• Stress management skills;
• Time management skills
Personal Attributes
The incumbent must maintain strict confidentiality in performing the duties of office administration. The incumbent must demonstrate the following personal attributes:
• Be honest and trustworthy
• Be respectful
• Strong interpersonal communication skills
• Possess cultural awareness and sensitivity
• Demonstrate sound work ethic
