Cluster Administration Officer

Overview

Manage cluster administration function to support World Vision Programs/Projects.

You have:

• Bachelor’s degree in a relevant field such as Finance, 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

To effectively manage the Cluster administration function in line with World Vision’s procedures in order to support timely implementation of World Vision Programs/Projects that will have the greatest impact on process improvement, simplification, standardization and cost containment thus ensuring the achievement of the Child Well Being Outcomes.

MAJOR RESPONSIBILITIES

Activity

Business Requirements (5%)

• Understand the cluster business requirements and apply in the day-to-day work.

End Results

Adherence to business requirements in the cluster

Activity

Facilitate procurement process (15%)

• Will act as the central receiver for all the goods and services incurred at the cluster.
• Will coordinate the receiving function for all APs within the cluster. For all good and services incurred.
• Will take part in doing supplier due diligence.
• Assist in planning & organizing procurement of goods& services in accordance to WV procurement policies.

End Results

To ensure there is segregation of duties in the payment processing chain

Activity

Fixed asset Management (10%)

• Will be responsible in updating the asset register for new assets purchased and disposed at cluster and link with APs staff to do the same.
• Will ensure all new assets are tagged properly before being dispatched to users.
• Will be responsible to coordinate the Asset disposal listing preparation for all APs within the cluster.

End Results

Assets are well managed as per WV policies and regulations.

Activity

Managing office safety and security (15%)

• Will serve as the Security Focal Point for all safety and security matters at the cluster office.
• To ensure the office security company provides security services as per the contract.
• Ensure office facilities are maintained (cleaning, repairs, safety and security

End Results

Office security and safety well managed minimizing security risk to staff and assets

Activity

Contract Management (10%)

• Will coordinate the Vendors performance evaluation exercise.
• 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 contract operations are managed smoothly.

Activity

Support the admin function (20%)

• Maintain optimal office supplies for Office use.
• Ensure the office cleaning is properly done by the janitors as per the contract and accurately.
• Organize Cluster meetings and record discussions for sharing and future use.
• Coordinate welfare issues in the Cluster.
• Facilitating Cluster office visitors/clients.
• Setting up venue for departmental and client meetings.
• Provides information and responses to enquiries from user departments and other stakeholders.
• Manage departmental incoming and outgoing letters.
• Hotel reservations and bookings for staff and WV guests visiting the Cluster.
• Support with record keeping and archiving of important documents, coordinating of the filing systems.
• Support vehicle/fleet management within the cluster including maintenance scheduling, tracking, usage, fuel management and insurance.

End Results

To achieve Office and staff welfare parameters

Activity

Coordination and support (10%)

• 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 (AP teams, Finance, Sponsorship and operations teams) on logistics/ admin issues.
• Support in ad-hoc tasks such as office assessments, onboarding of new staff, coordination with other APs and clusters.
• 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 Finance, 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 at the Cluster Office.
• Must be a committed Christian, able to stand above denominational diversities.
• Perform other duties as required

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

DECISION MAKING

In the consultation of a supervisor can make decision especially related to office Admin and Logistics.

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