Position Description
The Office Administrator will manage all office administrative duties, ensure the smooth running
of the office and provide quality service to all SPAF stakeholders.
The jobholder is expected to demonstrate commitment and loyalty and perform all duties in
accordance with the organization’s office routines and procedures, keeping in mind the overall
business objectives.
R&Rs
- As the first point of contact for SPAF, one will oversee the front office by answering
incoming calls, replying to general correspondence and dealing with enquiries. - Monitor and oversee to the general cleanliness of the office.
- Coordinate meetings and functions for the SPAF office
- Procurement and proper management of office supplies and assets
- Manage and properly account for petty cash issued to facilitate general office activities.
- Manage all travel, hotel & airport transfers for SPAF employees (the service will be for all
Tanzania & visiting employees) - Responsible for office administration payments within approved expense limits and they are
made within reasonable time to ensure business continuity (office courier service, office
telephone, office cleaning services, office utility bills (power, water, wifi, security), office
catering & lunch management services) - Maintain and file all business records in a systematic manner.
KPI’s
- Periodically reconciled petty cash reports
- Turnaround time on requisition for hotel, transport, payment done for office utilities
- Customer/client feedback survey; Customer inquiries and visitors are handled well.
Customer feedback is positive - Record Management; Electronic and paper filing systems are well maintained.
Desired Skills and Experience
Professional qualification in a relevant field; Degree is an added advantage
- At least 2-3 years proven work experience as an office administrator
- Experience handling service providers ie Transport, ticketing, office suppliers,
accommodation. - Thorough knowledge of customer service, office management and basic bookkeeping
procedures. - Ability to use Microsoft Office including Word, Excel, Access and PowerPoint.
- The ability to create a positive, everlasting impression with the most professional, courteous
and expedient manner and to continually strive for superior client service. - Enjoys dealing with people daily and is tolerant of rude people, polite but assertive.
- Proactive, punctual and reliable.
- Good organizational and multitasking abilities.
- Superior verbal and written communication skills, with an emphasis on tack and diplomacy
- Business driven, people focused, with exceptional influencing skills; excellent organizational,
multi-tasking, presentation and time-management skills. - Passion for social enterprise, development of people and environmental benefits.
- Record Management; Electronic and paper filing systems are well maintained.
Salary & Other Benefits
Average of 2500USD per month, Social Security fund, Health Insurance, Housing allowance and Transport allowance
Skills and Competences
People and Team Development: Demonstrates inspirational leadership that motivates and
engages others. Leads and develops high performing teams where everyone feels valued and
contributes to the continued success of the organization. Acts as a role model; inspires people to
act.
Drive Results: Translate strategy into action and drives tenaciously and innovatively for
outstanding results. Displays creativity in avoiding problems, reacting quickly and decisively to deal
with risks and opportunities.
Relationship Management: Develops and maintains effective collaborative relationships and
networks with strategic contacts
Ownership: Takes personal responsibility for performance. Champions continuous improvement
and inspires others to deliver whilst balancing risk, business competitiveness and customer
satisfaction
How to Apply
Candidates who meet the requirements should submit their CV and cover letter to:
recruitments@sonnabend.org before 12nd March 2024