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Office Administrator Job Vacancy

The East African Development Bank (EADB) is an international development finance institution, whose mandate is to promote the sustainable economic development of East Africans. 

Shareholders of the EADB are Uganda, Kenya, Tanzania, Rwanda, the African Development Bank (AfDB), and other international financial institutions.

The Bank is looking for competent, professional and experienced individuals who are committed to the development of East Africa to take up the position of Office Administrator, Tanzania. The detailed job profile is provided below:

Job Title: Office Administrator (1 Position)

Duty station: Tanzania - Tenure up to 3 years

Reporting to: Head of country Business

Job Purpose: The Office Administrator is responsible for the smooth and effective running of the designated office by providing administrative services to support its business operations.

The Office Administrator provides administrative support including book keeping, secretarial services, procurement, correspondence tracking and mail delivery, telephone & communication operations, reception management, transport services, travel arrangements and booking hotel accommodation for business visits or meetings.

Duties and Responsibilities
  • Provide information, conduct research and collect data relevant to the Bank’s operations; and provide pertinent information to Managers on administrative issues;
  • Register and respond to mail and ensure timely management of all correspondence;
  • Maintain a library of relevant materials and of all documents produced by the Bank on the country; retrieve and distribute for usage; track and keep record of movement.
  • Keep record of and update insurance for the office’s properties, motor vehicles, e.t.c. Ensure that adequate insurance cover is maintained at all times of the year as well as ensuring timely annual processes of renewal in liaison with head office;
  • Maintain Bank account records for the Country Office and prepare monthly account reconciliations; Prepare of VAT returns and submit them to head office timeously; process invoices for payment of office supplies; manage the petty cash and account for it timeously; and keep record of the Country Office’s accounts transaction, file and report on the same monthly.
  • Receive requests and place orders for office supplies, stationary and other office requirements and ensure effective cost controls are in place for this process.
  • Liaise with local suppliers to ensure cost effective procurement of office supplies; with service providers to ensure adequate provision of utilities (including telephones, water and electricity); and with service providers to ensure adequate servicing and maintenance of office equipment (including telephones, computers, office vehicles, photocopying machines, etc.)
  • Account for use of stationery, fuel, motor vehicles etc; and coordinate the activities of the driver/messenger
  • Supervise contracted cleaners, guards, etc to ensure that all Bank premises are safe and conducive for working.
  • Report any damages to the Officer in charge of Estates or administration timeously for repair or replacement.
  • Maintain an Assets Register for the Office;
  • Keep account of leases, payments and collection of rental payments and ensure that the Bank meets its obligations.
  • Participate in the preparation of training seminars, and meetings; coordinate with others departments in organizing corporate events and functions; and assist staff in acquisition of travel Visa, arrange local transport for staff on official travel and visitors. 
  • Make hotel bookings for visitors and manage the transfers to /from the airport cost effectively.
  • Provide assistance to staff in-patriation by coordinating the process of housing allocations, and other relevant relocation services for the new staff, for example, processing exemptions for personal and official consignments being imported into the country.
  • Carry out any other tasks assigned by management.

Qualifications and Experience
  • Bachelor’s degree in Business Studies or Social Sciences from a recognised university.
  • A professional HR qualification, such as post graduate diploma in HR management is an added advantage.
  • At least 4 years human resources or administration experience in a company of good repute.

Other Attributes
  • Planning and organising skills
  • High level of Integrity and confidentiality
  • Interpersonal skills
  • Results orientation and attention to detail
  • Imitative and pro-activity
  • Good Oral and written communication and presentation skills.
  • Information seeking

How to Apply:

If your career aspirations are a match for this challenging and exciting role, please submit your application by email, quoting the position on the subject line and the cover letter.

The cover letter should specify your suitability for the position that you are applying for and the CV should highlight relevant experience, details of current and expected salary, a day time phone contact, email address, and the names and telephone contacts of three professional referees.

Applications must be received by close of business Monday 19 May 2014 and should be addressed to:

Adept Systems
Management Consultants
P O Box 6416, Nairobi, GPO 00100

Please note that we do not charge fees for receiving or processing job applications.

Only shortlisted candidates will be contacted.

Previous applicants need not re-apply. Note that our client reserves the right not to offer or make any appointments or to offer appointments to alternative positions where deemed appropriate.

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