Dahw/GLRA Tanzania Office Administrator

Background Information

German Leprosy and TB Relief Association (GLRA/DAHW, Deutsche Lepra- und Tuberkulosehilfe) is a non-governmental organization with the East Africa Region of DAHW/GLRA in Ethiopia and Headquarters in [Location]. The organization addresses health issues, especially aspects of leprosy, tuberculosis, and neglected tropical diseases (NTDs), along with inclusion, humanitarian aid, and research in an innovative way. Presently, DAHW/GLRA Tanzania is looking for a highly motivated and experienced Office Administrator for the DAHW/GLRA-Tanzania program office. DAHW/GLRA-Tanzania has a long-standing history dating back to 1959, where it started with the support of leprosy patients. Today, it is a recognized expert in its key areas—leprosy, TB, NTDs, and addressing the medical and social consequences of these diseases—collaborating with the Ministry of Health, BMZ, EKFS, Novartis, and others.

Position: DAHW/GLRA Tanzania – Office Administrator
Duty Station: Dar es Salaam, Tanzania

Job type: Full-time
Employment Type: Fixed term for one year with possibility of extension
Salary: Negotiable

Purpose of the Job

The Office Administrator is responsible for ensuring the smooth and efficient operation of all office operations. He/she will undertake administrative, clerical, and supportive tasks essential for maintaining office organization, managing office resources, and assisting with day-to-day operations. The Office Administrator serves as a central point of contact for office needs and supports multiple departments to optimize productivity and workflow.

Main Responsibilities

• Manage all office filings, including staff files and records, vehicles, office management, and staff meeting files.
• Handle petty cash management and ensure seamless and best practices for petty cash handling.
• Handle confidential documents and maintain strict confidentiality.
• Organize and take minutes during office management and staff meetings.
• Prepare and distribute meeting agendas, minutes, and follow-ups.
• Assist in preparing reports, presentations, and documents as required.
• Ensure attendance of staff is tracked and managed.
• Plan the arrival of visitors and guests and ensure that the visitor book is signed.
• Ensure that all compliance requirements and reporting are met.
• Maintain and organize office supplies, equipment, and inventory.
• Oversee the cleanliness and maintenance of the office space.
• Coordinate with vendors and service providers for office supplies, equipment, and services.
• Answer, screen, and forward incoming phone calls, emails, and other communications.
• Schedule and coordinate meetings, appointments, and conference calls.
• Coordinate annual staff schedules and annual leave plans.
• Manage the Fixed Assets and Office Property Guidelines.
• Ensure that the DAHW handbook is adhered to in all office operations.
• Ensure the daily smooth running of office operations and maintenance.
• Ensure all staff records are securely and confidentially stored within their respective files.
• Ensure that safeguarding is always protected for all staff within the office.
• Ensure that the Labour Law Act is followed and adhered to for all staff and within the NGO.
• Prepare expense reports for office-related activities and purchases.
• Assist with onboarding new employees (e.g., setting up workstations, coordinating training schedules).
• Maintain employee records and assist with HR-related tasks as needed.
• Assist with travel arrangements and accommodation bookings for employees and visitors.
• Maintain a professional and welcoming office environment for visitors and clients.
• Serve as a point of contact with our Regional Office Administration from Addis Ababa, Ethiopia.

Property Management

• Ensure the proper management of all procurement, receiving, issuing of the GLRA Tanzania office.
• Oversee all procurement activities based on the DAHW and local handbook.
• Follow the necessary contract and framework agreements for goods/service suppliers.
• Ensure that assets are well managed and placed in the Asset Management System.
• Properly record and update the asset register and ensure appropriate coding and tags are placed on each item.
• Manage the vehicle movement of the office.
• Participate in the disposal of old material.

Required Qualification and Experience

• Bachelor’s degree in Business Administration and/or Management.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Basic knowledge of office equipment and technology (printers, phones, etc.).
• Ability to work independently and as part of a team.
• Strong attention to detail and problem-solving skills.
• Proven ability to achieve organizational goals.
• Previous work experience in national and/or international non-governmental organizations is advantageous.
• Professional demeanor and customer-oriented attitude.
• Discretion and confidentiality when dealing with sensitive information.
• Basic knowledge of different accounting software and packages, such as Winpaccs, is an added advantage.