Administration & Logistics Officer

Logistics & Procurement

Overview

Ensure efficient administrative and logistical support for operations in Tanzania.

You have:

• Bachelor’s degree in a relevant field such as Business Administration, Logistics/Supply Chain Management, Procurement, Public Administration or related.
• Minimum 3-5 years professional experience in administration/logistics/procurement/Finance in Tanzania, preferably within an NGO or international organization.
• Demonstrated knowledge/experience of Tanzanian procurement law, regulations, import/export, customs, taxation, and legal compliance.
• Experience managing fleet, assets, inventory in field settings.
• Good financial acumen: understanding budgets, cost-control, contract management.
• Strong organizational and planning skills; ability to multitask and meet deadlines.
• Good communication skills in English and Kiswahili (spoken and written).
• Computer literacy: Microsoft Office (Excel, Word, Outlook); experience with procurement/logistics/asset tracking software is a plus.

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

JOB PURPOSE

The Administration & Logistics Officer will ensure that World Vision’s operations in Tanzania are supported with efficient, cost-effective, compliant and timely administrative and logistical services. This role helps enable program delivery by managing procurement, fleet, assets, office facilities, and ensuring adherence to Tanzanian laws and World Vision policies.

Communicate World Vision’s Christian ethics and demonstrate a quality of spiritual life that is an example to others.

MAJOR RESPONSIBILITIES

Activity

Business Requirements (5%)

• Understand the Administration & Logistics business requirements and apply in the day-to-day work.

End Results

Adherence to business requirements

Activity

Support the admin function (25%)

• Maintain optimal office supplies for Office use.
• Facilitating Head office visitors/clients Setting up venue for departmental and client meetings.
• Provides information and responses to enquiries from user departments and other stakeholders.
• Manage Office incoming and outgoing letters.
• Hotel reservations and bookings for staff and WV guests visiting the Head Office.
• Support with record keeping and archiving of important documents, coordinating of the filing systems.
• Facilitate organizing of payments documents i.ie invoices related to Fleet, Security, Occupancy, Electricity bills and other utilities and submit to accounts for payment process.
• To support disposal of WVT assets and ensuring all records are fully filed and documented properly.

End Results

To achieve Office and staff welfare parameters.

Activity

Contract Management (15%)

• Will coordinator the Vendors performance evaluation exercise for head office.
• Will facilitate in determining the need for a contract (i.e., for goods and services)
• Will ensure payment terms are adhered to and quality deliverables is achieved.
• Monitor delivery of goods or services against agreed specifications, standards, deadlines & costs.
• Ensure timely renewals or terminations of contracts is done as per WVT policy

End Results

Day to Day contracts operations are managed smoothly

Activity

Logistics and Fleet Management (15%)

• Ensure fleet Management standards and systems are adhered to by all Staff.
• Conduct meeting with drivers and other stakeholders and submit minutes to the immediate supervisor.
• Conduct vehicle policy orientation, training to all drivers’ teams in collaboration with the senior Security, fleet and admin coordinator.
• Ensure efficient use of vehicles and transportation services in support of program objectives.

End Results

Fleet and Logistics activities are well managed

Activity

Vehicle Maintenance and reporting (15%)

• Facilitate regular vehicle checks daily, weekly and monthly, if needed and ensure all checklists are completed in accordance with WVT vehicles policies.
• Ensure all mechanical equipment tools first aid kits are in vehicles and in good condition.
• Ensure the correct and timely routine maintenance of WVT vehicles/ motorbikes.
• Ensure all vehicles are cleaned both inside and outside.
• Ensure all vehicle log books are dully filled in daily basis.
• Track all vehicle registrations and insurance and ensure all updated documents are in the vehicles and a copy in the logistic files on monthly basis.
• Act as a focal point to report all WVT vehicles / motorbikes accidents report to Security and Fleet Cordinator and Finance and Support Services Directors according to vehicle policy.
• Prepare and submit timely monthly vehicles fuels consumption, Distance covered in a month, total repair and maintenance cost and other vehicle/motor bike related costs.

End Results

To ensure vehicles are well maintained as per WV policies.

Activity

Coordination and support (15%)

• Provide one point of contact for all supplier queries related to invoices \ orders and direct to the appropriate offices.
• Serve as focal point with service providers, suppliers and internal stakeholders (Field teams, Finance, Sponsorship and departments teams) on logistics/ admin issues.
• Support in ad-hoc tasks such as office assessments, onboarding of new staff, coordination with other Departments and Field staff.
• Participate in capacity building of new staff in logistics and admin practices where relevant.

End Results

Office and staff support well-coordinated.

Activity

Compliance, Reporting & Policy adherence (10%)

• To ensure that all procurements, logistical and administration activities adhere to donor, world vision and country policies& procedures.
• Prepare regular reports on inventory, fleet usage and other logistics metrics.
• Assist in budget tracking related to logistics & administration costs to ensure expenditures are within Budget.

End Results

Compliance to policies and regulations is achieved.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• Bachelor’s degree in a relevant field such as Business Administration, Logistics / Supply Chain Management, Procurement, Public Administration or related.
• Minimum 3-5 years professional experience in administration / logistics / procurement/Finance in Tanzania, preferably within an NGO or international organization.

Required Education, training, license, registration, and certification

• Demonstrated knowledge / experience of Tanzanian procurement law, regulations, import/export, customs, taxation, and legal compliance.
• Experience managing fleet, assets, inventory in field settings.
• Good financial acumen: understanding budgets, cost-control, contract management.
• Strong organizational and planning skills; ability to multitask and meet deadlines.
• Good communication skills in English and Kiswahili (spoken and written).

Preferred Knowledge and Qualifications

Computer literacy: Microsoft Office (Excel, Word, Outlook); experience with procurement / logistics / asset tracking software is a plus.

Travel and/or Work Environment Requirement

Work environment: Willing to work and travel in rural areas and be based.

Physical Requirements

• Should have certificates of his or her professionalism and experience.
• Ladies are highly encouraged to apply

Language Requirements

Excellent communication and presentation skills in English and Swahili

CORE COMPETENCIES

☒ Be Safe and Resilient

☒ Deliver Results

☐ Build Relationships

☒ Be Accountable

☐ Learn and Develop

☐ Improve and Innovate

☐ Partner and Collaborate

☒ Embrace Change

Please Note: World Vision is a Christian humanitarian organization with a mission centred on following Jesus Christ in service to the world´s most vulnerable children. Therefore, in all locations to the fullest extent legally permissible, the successful applicant will affirm our core documents, observe conduct compatible with Christian principles, serve at a high level of professional ethics and strive to act in accordance with cultural sensitivities. Furthermore, regular attendance with team and office devotions, chapel and prayer gatherings are expected in line with policies in the World Vision host location and its departments

Disclaimer: World Vision does not, and will never solicit money for any part of its recruitment processes including short-listing, interviews, background, and/or medical check-ups. Please be cautious, and if you have any questions and/or would like to report what you believe to be a fraudulent World Vision recruitment person(s) or agency, please email us through www.worldvisionincidentreport.ethicspoint.com or [email protected]

Applicant Types Accepted:

Local Applicants Only

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Potential interview questions

Added 7 months ago - Updated 7 months ago - Source: wvi.org