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FHI 360 is an international non-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research, technology, communication and social marketing — creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries and all U.S. states and territories.
Full-time
Senior Administrative Officer Job at FHI 360
FHI 360
Job Description
FHI 360 is seeking a Senior Administrative Officer to provide overall leadership, oversight, and quality assurance for administrative, logistical, and office support services for the Tanzania Country Office and its projects. The role supports a large and complex operating environment, providing high-level administrative and operational support to multiple teams and departments.
Duties, Roles and Responsibilities
Key Duties and Responsibilities:Administrative Operations, Facilities, and Office Services
- Leads the coordination and provides overall leadership and oversight for administrative, facilities, and office support operations for the Tanzania Country Office and its projects.
- Ensures efficient, timely, and high-quality administrative services are delivered to staff, consultants, visitors, and project teams.
- Oversees facilities management, including office space, utilities, leases, insurance policies, and service contracts, ensuring timely renewal and compliance with organizational policies.
- Monitors recurring administrative costs such as fuel, utilities, telephone services, and office supplies to ensure accuracy, timeliness, and effective cost control.
- Leads the identification of gaps in administrative service delivery and implements solutions to enhance operational efficiency.
- Leads the review, development, and continuous improvement of administrative systems, procedures, and workflows.
- Oversee transportation and fleet management systems to ensure staff, consultants, and visitors’ transportation needs are effectively met.
- Ensures journey management, vehicle tracking, and safety procedures are implemented and complied with in line with organizational security requirements.
- Monitors fleet utilization, maintenance, and fuel management records to ensure efficiency, safety, and compliance.
- Oversee asset management systems in collaboration with the Finance Department, ensuring compliance with organizational, donor, and local regulatory requirements.
- Ensure accurate maintenance of asset registers, inventories, and periodic verification records.
- Oversee the maintenance of complete and compliant administrative and procurement-related records, including requisitions, approvals, purchase documentation, tax exemption records, and supporting documentation (e.g. Electronic Fiscal Device receipts).
- Coordinates with the Procurement Officer to ensure administrative documentation supporting procurement processes is complete, accurate, and audit-ready, without duplicating procurement execution responsibilities.
- Ensures proper filing, retention, and retrieval of administrative and procurement documentation in line with internal controls and audit requirements.
- Coordinate with Finance teams, including the Finance and Grants Officer, to support administrative documentation requirements and facilitate utilization of applicable tax exemptions or reliefs available to the organization.
- Ensures administrative processes and documentation effectively support financial controls, donor compliance, and reporting requirements.
- Monitors administrative practices that affect financial compliance and address identified risks or inefficiencies.
- Oversee administrative and logistics support for meetings, workshops, conferences, travel, and official events.
- As required, directly coordinate and execute complex or time-sensitive administrative and logistical activities to ensure continuity of Country Office operation.
- Support facilities planning and coordination of office-related logistics for country-level activities.
- Serve as the designated Country Office Security Focal Point.
- Coordinate implementation of organizational security policies, procedures, and risk mitigation measures.
- Liaise with regional and global offices on security-related matters, incidents, and reporting.
- Support staff awareness and adherence to security protocols and safety measures.
- Provide technical and functional supervision to Administrative Administrators, including guidance, coaching, quality assurance, and input into performance management.
- Serve as a key administrative interface with the Program Manager, Finance, Procurement Officer, Administrative Administrators, and external service providers.
- Provide regular updates to management on administrative performance, operational risks, and resource needs.
Qualifications, Education and Competencies
See all details of the qualifications, competencies and education for this role under the "How to Apply" section below.
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