Job Ref
13137BR
Job Category
Education
Job Profile
The DFID-funded Education Quality Improvement Programme in Tanzania (EQUIP-T) aims to support 25 districts in their efforts to produce a better quality of primary education for more than one million children in over 2,000 primary schools.
The Office Manager will provide office administrative, logistics and financial management support to the Programme under the direction of the Operations Manager.
The Office Manager will receive an induction by the Programme Operations Manager to ensure that s/he is fully conversant with DFID procurement systems and procedures.
The Office Manager will provide office administrative, logistics and financial management support to the Programme under the direction of the Operations Manager.
The Office Manager will receive an induction by the Programme Operations Manager to ensure that s/he is fully conversant with DFID procurement systems and procedures.
Job Description
Accountabilities
• Responsible for overseeing all the administrative, financial, logistics, and facilities needs in the region;
• Provide administrative, financial and logistical support to the Regional Team Leader and all technical specialists working in the Region with support from Operations Support Assistant;
• Ensure all office records are filled accordingly; this includes ensuring the maintenance of an up-to-date asset register for the region in line with the programme procurement guidelines;
• Ensure the smooth running of the regional office by ensuring adequate supply of office equipment and strict compliance with health and safety regulations;
• Ensure that the regional office meets all the pre-set Cambridge Education (CE) IMS (Integrated Management Systems) requirements under the direction of the Programme Operations Manager;
• In consultation with the Regional Team Leader and the Programme Finance Manager, produce regular rolling quarterly and monthly forecasts and submit monthly site returns to the Finance Manager in Dar es Salaam to feed into the monthly reconciliation and invoicing processes;
• Maintain up-to-date programme accounts on the system to ensure that timely, accurate and appropriate information is available to the programme management team;
• Liaise with administrative and technical teams to ensure accurate forecasting and prompt disbursal and reconciliation of expenditure;
• Support the Regional Team Leader and/or the Regional Technical Specialists in preparing budgets for training events and workshops;
• Supervise preparation of all payment vouchers, journal vouchers and cheques and ensure the timely settlement of all undisputed sub-contractor invoices;
• Monitor expenditure and advise the Regional Team Leader and Programme Finance Manager of potential issues with regards to forecasting, disbursement or accounting;
• Maintain a petty cash register a
• Responsible for overseeing all the administrative, financial, logistics, and facilities needs in the region;
• Provide administrative, financial and logistical support to the Regional Team Leader and all technical specialists working in the Region with support from Operations Support Assistant;
• Ensure all office records are filled accordingly; this includes ensuring the maintenance of an up-to-date asset register for the region in line with the programme procurement guidelines;
• Ensure the smooth running of the regional office by ensuring adequate supply of office equipment and strict compliance with health and safety regulations;
• Ensure that the regional office meets all the pre-set Cambridge Education (CE) IMS (Integrated Management Systems) requirements under the direction of the Programme Operations Manager;
• In consultation with the Regional Team Leader and the Programme Finance Manager, produce regular rolling quarterly and monthly forecasts and submit monthly site returns to the Finance Manager in Dar es Salaam to feed into the monthly reconciliation and invoicing processes;
• Maintain up-to-date programme accounts on the system to ensure that timely, accurate and appropriate information is available to the programme management team;
• Liaise with administrative and technical teams to ensure accurate forecasting and prompt disbursal and reconciliation of expenditure;
• Support the Regional Team Leader and/or the Regional Technical Specialists in preparing budgets for training events and workshops;
• Supervise preparation of all payment vouchers, journal vouchers and cheques and ensure the timely settlement of all undisputed sub-contractor invoices;
• Monitor expenditure and advise the Regional Team Leader and Programme Finance Manager of potential issues with regards to forecasting, disbursement or accounting;
• Maintain a petty cash register a
Candidate Specification
Essential competencies/skills
• Good IT skills and confidence/proficiency in all Microsoft packages;
• Proven people management and communication skills;
• Willingness to be flexible and prepared to contribute to the organization in other duties as required.
• Attention to detail and accuracy;
• Ability to work under pressure and solve problems whilst retaining the support of colleagues and technical specialists alike;
• Pro-active approach to dealing with technical specialists’ logistical and training needs;
Required academic/professional qualifications, training and experience
• Minimum of first degree or equivalent in relevant area;
• Relevant professional qualification in administration / office skills / ICT;
• Previous experience in providing administrative management to a programme team;
• Professional experience in an international organisation will be an added advantage.
• Good IT skills and confidence/proficiency in all Microsoft packages;
• Proven people management and communication skills;
• Willingness to be flexible and prepared to contribute to the organization in other duties as required.
• Attention to detail and accuracy;
• Ability to work under pressure and solve problems whilst retaining the support of colleagues and technical specialists alike;
• Pro-active approach to dealing with technical specialists’ logistical and training needs;
Required academic/professional qualifications, training and experience
• Minimum of first degree or equivalent in relevant area;
• Relevant professional qualification in administration / office skills / ICT;
• Previous experience in providing administrative management to a programme team;
• Professional experience in an international organisation will be an added advantage.
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