Talent and Administration Officer
Requisition ID: 1162Salary Range:
TZS 24,000,000.00 To 27,000,000.00 Annually
Location: Dodoma, Tanzania
Reporting to: Finance & Administration Manager
SUPERVISORY DUTIES: Drivers and Office Assistant.
To proactively ensure that effective and efficient administrative support is provided to staff in the Water for People Tanzania Country Office. This includes responsibility for office management, safety and security management, procurement & logistics, stock & store management, team lifecycle management – recruiting, hiring, onboarding, training, performance management. This position is for two years and subject to renewal.
ESSENTIAL JOB FUNCTIONS & DUTIES:
Ensure that staff welfare is attended to appropriately meet their professional needs.
Ensuring that other administrative services are provided in a timely and reliable fashion (e.g., travel arrangements, conference venue bookings, meetings arrangements etc.)
Ensuring that all Water for People legal operating certificates are updated.
Registrar General’s certificate
Ensure that an effective and efficient store management system is in place, so that appropriate levels of supplies are maintained always
Any reasonable official duties as requested by line manager
Identifying and outsourcing of artisans, carpenters, plumbers, electrician and painters for office maintenance.
Management of personnel records for members of staff:
Documentation of newly hired personnel in Water for People data base
Maintaining staff contracts records
Maintaining group life insurance cover records and accident cover
Maintaining medical cover records with Jubilee
Maintaining staff leave days records and timesheets
Assist with the hiring process of new employees
Placing job advertisement in the local newspapers
Profiling all the applicants as part of the long list to be submitted to the country director
Inviting qualified candidates for interviews
Conducting phone Interviews
Preparing job offers
Providing feedback to unsuccessful candidates
Participate in the staff hearing and disciplinary process
Onboard new staff
Participate in Global Talent meetings
Liaise with the Talent Team members to administer Global Recognition Program, Annual Performance Reviews processes, training and development programs and any other global Talent Team initiative
Maintain accurate electronic employee files in HRIS system and Microsoft Teams
Maintain employee handbook and ensure it stays legally compliant
Review job descriptions each time a position is filled and at least once every two years
Model and actively support HR initiatives to increase diversity, equity, and inclusion and promote equal opportunities in the workplace as per our JEDI (justice, equity, diversity and inclusion) policy
Safety and Security Management
Set up systems and procedures to ensure the safety of all Water for People properties, including fire safety, availability of first-aid, and general safety- management
Ensure that properties are guarded effectively (making sure that Security guards, Alarm Systems are always available)
Ensure that all valuable assets are insured and that all insurance policies are kept up to date
Update the fixed assets register, quarterly, and whenever new items are purchased (including maintaining and updating the inventory lists and fixed assets records
Ensure that Water for People has an efficient system for keeping all records and filing paperwork
Ensure that all items of office equipment are in good working condition always (setting up and monitoring maintenance schedules, budgeting for replacement etc.)
Maintain the office environment clean, well-organized, and attractive and provide top-notch services
Procurement and Logistics
Ensure that all bills, utilities, invoices etc. are paid on time for both the office and as requested by authorized members of staff, and per Water for People’s financial procedures
Prepare fund and purchase requests including petty cash.
Purchase supplies and material, as requested by authorized members of staff and adhere to Water For People Procurement policy to ensure the best price, quality and negotiated conditions
Make decisions regarding transporting materials and supplies to their destination in full consultation with all involved
Follow up delivery of all approved procurements
Take the initiative in collecting feedback from staff in the projects and work to continuously improve the quality of the logistics services
Provide logistical support to staff by:
Purchasing tickets for travel, facilitating the acquisition of all associated paperwork (e.g. visas, for international travel etc.)
Ensure that travel documents are renewed as requested by dealing courteously and ethically with government officials.
Facilitate secured accommodation for international staff
Ensure safety of international staff while in-country
Transport and Vehicle Management
Ensure that all Water for People vehicles have current road licenses, insurances and any other legally required documentation and equipment
Ensure that all vehicles in the Water for People fleet are roadworthy and immediately advise the Finance Office if any problems are anticipated
Allocate vehicles to staff according to their request
Lead the team of Office Assistant and Drivers
Ensure that work is planned and organized, that subordinates are given appropriate workloads and are clear about what is expected of them (e.g. by writing job descriptions, setting goals, holding task planning meetings etc.)
Manage Personnel Development requests in liaison with the Finance and Administration Manager
Ensure their staff are adequately trained and developed for their roles e.g. by analyzing staff training needs, organizing the delivery of training, coordinating the sharing of experience etc.
BEHAVIORS AND COMPETENCIES:
Connects to Mission – Understands and embraces the mission of Water For People; works to connect day to day tasks to mission; can explain Water For People’s purpose
Manages through Ambiguity – Can recognize problems or opportunities when they arise and act to resolve; readily formulates multiple solutions through problem or issue analysis; is comfortable making and defending recommendations
Demonstrates Cultural Awareness – Demonstrates a global mindset; values cultural differences and takes into consideration in any given situation; moves easily between people from different backgrounds and cultures; can work outside comfort zone
Action-oriented – Recognizes additional actions that will improve quality or facilitate achievement of outcomes; does not hesitate to do more than expected, but may overextend; sees opportunities beyond job description and recognizes those they can handle and those that require higher level input; thinks outside the box, anticipates how actions affect the team
Sense of Team – Builds effective working relationships at all levels of the organization; aligns own behavior with the needs or priorities of the team; promotes teamwork among groups; discourages “us versus them” thinking; knows and considers the capabilities of coworkers
QUALIFICATIONS, KNOWLEDGE, & SKILLS REQUIRED:
Bachelor of Business Administration/ Human Resource or related field
Minimum 3 years of work experience as an HR & Admin Officer, HR Administrative Assistant, or similar role
Basic knowledge of labor legislation
Excellent English verbal and written communication skills required
Competent computer skills and proficiency in MS Office, especially Word and Excel
Organization and planning skills
Work management and prioritizing skills
Full literacy in accessing email systems and navigating on the internet.
Non-profit or international NGO experience preferred
Demonstrated commitment to diversity, equity, and inclusion in prior human resources roles or administrative roles preferred
PHYSICAL REQUIREMENTS/WORKING CONDITIONS:
This position is based in Dodoma Tanzania office
Ability to work outside regular business hours to meet with team members located in other time zones
Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.
Water For People is committed to protecting children encountered during our work and by our employees, preventing sexual abuse and exploitation of all individuals with a particular focus on women and children and other marginalized communities in the performance of our work, preventing human trafficking in the performance of our work and in our supply chain and to having a drug-free workplace. During the recruitment processes, additional documentation will be requested to comply with our policies and in accordance with the legal requirements in your country of residency, this includes a background check. If you apply for employment, we want you to be aware of our recruitment, selection and hiring processes including important policies regarding employee conduct.
Water For People is an equal opportunity employer who is committed to creating a culture of justice, equity, diversity and inclusion in our workplace. Water For People strives to create and maintain a level of diversity that reflects the communities we serve. Achieving this—regardless of race, ethnicity, ancestry, tribal affiliation, age, gender, sexual orientation, gender identity, religion, veteran status, disability, socioeconomic class, educational attainment, Parental status, genetic information, political affiliation or other social identities is critical to our ability to have a world where every person has access to reliable and safe water and sanitation services.
Our commitment ensures that we:
Have a different array of thinking that comes from diverse backgrounds and cultures, enabling us to solve some of the world’s greatest challenges.
Strive for a culture of inclusion and belonging by treating each other with dignity, respect, and appreciation enabling us to feel welcome, supported, and valued.
Effectively connect, communicate, and build long-lasting relationships with stakeholders within our diverse communities.
Have diversity of thought, perspectives, backgrounds, identities, and talents that will support our mission to develop high-quality drinking water and sanitation services that are available to Everyone Forever