JOB DESCRIPTION – OFFICE MANAGER – DAR-ES-SALAAM -TANZANIA

We offer guests a genuine African safari through rich, meaningful, and immersive wildlife experiences. As new opportunities emerge, we continue to evolve, but will always be rooted in one fundamental principle: to offer genuine safaris that make a genuine difference and empower the crucial wilderness areas in East Africa to thrive, benefiting people and nature alike.

We are seeking an experienced Office Manager to be based at Dar Es Salaam office in Northern Tanzania.

SCOPE AND POSITION OVERVIEW

To ensure that the company systems, facilities, activities, and staff work together in a smooth, safe and harmonious manner to ensure company daily operations are running in smooth manner.

The key requirements are high and accurate performance, stamina, strong organisational ability and excellent leadership qualities, with experience managing teams.

Your main responsibilities and duties will be:

To maintain the company name in best practice in all dealings with suppliers, partners, and staff.
Ultimately responsible for financial functioning of the areas under control.
Health and safety including protection of all guests, staff, property, and equipment (all company assets to be managed to limit potential loss to the camp).
Align with camp managers on any medical emergency for guests and staff
To ensure all staff, in conjunction with other managers, are motivated, have a high standard of work ethic and always follow the company procedures.
To maintain strong cooperation and communication including office unit and camp managers
To maintain a positive relationship with suppliers and other third parties.
To ensure that camp reports are accurately, timely and consolidated; interdepartmental reports must be generated on time to measure the performance of the individual departments.
Ensure month-end stock takes are done and submitted on time according to the financial timeline.
To ensure safety procedures for camps are in place both guests and properties and when participating in activities, excursions and transfers, plant and equipment, in coordination with all Managers
Ensure that overall repairs and maintenance of the property are being followed through, focusing on preventive maintenance.
Skills/Knowledge/Experience:

HR

To Train and update staff and managers on HR policies and practices
To coordinate disciplinary matters, and participating in these in line with company guidelines
To support and encourage the work of Asilia Staff Committees including record keeping of the staff committee minutes
To coordinate hiring of field and office staff
To coordinate work permits and resident permits, Visas for expatriate staff
To support implementation of training programs and activities
To coordinate the Performance review process, including logistics and record keeping
To support the arrangement of offsite meetings by coordinating venue, transport, and accommodation for Asilia staff coming from out of Dar Es Salaam.
To support other internal communications as needed
To ensure all camps visits are done at list twice a year
To ensure Family orientation program is conducted for the new employees and to all staff during camp visit.
To Improve timely salary benchmarking to streamline budget process

SAFARI OPERATIONS

To Identify and check vehicles to be hired for our guests’ services
Handling guest’s complaints and respond to all quires raised by guests
Approving hired vehicle invoices for payments
Coordinating Covid tests for guests and approve for payments

STORES AND PROCUREMENT:

To participate on monthly stock taking and variance calls follow up with camps
Check received orders and sign GRNs after Receiving Officer
Approving all orders on time as per the company procedures
Support resupply officer when required
To ensure monthly utility reports is done timely
Follow up with Recycling Reports from camps
Support Procurement in preparing monthly consumption reports
To coordinate with Arusha finance office for supplier payments
Ensure all procurement and stock control are being followed correctly.

Other experience

Minimum 5 years’ experience in management role preferably in logistics, Office, Procurement and Camp Manager
Must be a citizen of Tanzania
Previous experience in bush camps preferable
High level of English
Leadership skills, guest oriented, strong communication skills, team-player
Flexibility, commitment, dedication, and reliability
Good knowledge on the following: