Office Manager Job Vacancy at The Walter Reed Program in Mbeya, Tanzania

Job Title:    Office Manager
Employer:    Walter Reed Program
Job Location:    Mbeya, Tanzania
Reports to:     Regional Program Manager/ HR & Admin Director

Job Overview:
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 report 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.

Job Duties:
1. Maintain Office Services
• Designs and implements office policies; J
• 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;


2. 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

3. 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 records according to retention schedule and policies.

4. 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 indentifying trends;
• Reviews and updates office health and safety policies and ensuring 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 enquiries and complaints.

5. Performs any other duties as may be assigned by the HR and Admin Director

Job Requirements:
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.

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 confidential in performing the duties of office administration. The incumbent must demonstrate the following personal attributes:
• Be honest and trustworthy be respectful
• Possess cultural awareness and sensitivity
• Be flexible
• Demonstrate sound work ethics

Deadline Date: 19/06/2014

How to Apply:
Human resources manager
PO Box6396
Mbeya