Mission of the Unit

To ensure efficient, transparent, and cost-effective operations that support WWF Tanzania’s conservation objectives and compliance with both organizational and statutory requirements.

Major Function

The Administration & Logistics Officer is responsible for coordinating logistics, and office administration services to ensure timely and compliant operational support for WWF Tanzania Country Office and field offices. The position ensures effective implementation of operational systems, that promote value for money, efficiency, and integrity.

Major Duties and Responsibilities

Logistics and Asset Management

• Coordinate office logistics including transport management, travel arrangements, and event support.
• Oversee fleet management to ensure effective use, maintenance, and tracking of WWF vehicles in compliance with WWF and Tanzanian regulations.
• Maintain and update the Fixed Asset Register for the Country Office and field offices.
• Support annual physical verification of assets and manage asset disposal processes following WWF policy.
• Ensure that inventory management systems are effectively maintained for all offices.
• Monitor office supplies and ensure availability for smooth operations.

Administrative Coordination

• Support the management of office premises, lease agreements, and maintenance of facilities and equipment.
• Supervise administrative support staff (drivers, cleaners, and office attendants) to ensure operational efficiency and service quality.
• Ensure proper documentation and filing systems for administrative records, both physical and electronic.
• Provide administrative support during external audits and reviews as required.
• Provide training and capacity-building for admin staff to enhance service delivery

Compliance, Systems, and Reporting

• Ensure that all operational activities comply with WWF’s Finance Manual, local laws, and donor regulations.
• Maintain up-to-date knowledge of operations policies, guiding staff on compliance requirements.
• Produce monthly and quarterly operations reports, including asset updates, and cost monitoring.
• Support the Head of Finance and Administration in identifying and mitigating operational risks.
• Participate in continuous process improvement initiatives to enhance operational efficiency.

Stakeholder and Relationship Management

• Coordinate with Finance, HR, and Program teams to ensure effective planning and timely delivery of operational support.
• Promote teamwork, accountability, and cross-functional collaboration within the Administration unit

Profile

Required Qualifications

• Bachelor’s degree in business administration, Logistics, Supply Chain Management, or related field.
• At least 5 years of experience in operations and preferably within an international NGO or development organization.
• Sound knowledge of contract management, and Tanzanian statutory requirements.
• excellent computer skills in MS Office applications.
• Strong communication and negotiation skills in both English and Kiswahili.

Required Skills and Competencies

• Proven coordination, organizational, and planning abilities.
• High level of integrity, accountability, and attention to detail.
• Strong interpersonal and stakeholder management skills.
• Ability to work effectively under pressure and meet deadlines.
• Commitment to WWF’s core values: Courage, Integrity, Respect, and Collaboration.

Working Relationships

Internal: Works closely with the Finance, IT, HR, and Program teams, as well as field office staff.

External: Interacts with government agencies, auditors, and consultants as required.

• Coordinate office logistics including transport management, travel arrangements, and event support.
• Oversee fleet management to ensure effective use, maintenance, and tracking of WWF vehicles in compliance with WWF and Tanzanian regulations.
• Maintain and update the Fixed Asset Register for the Country Office and field offices.
• Support annual physical verification of assets and manage asset disposal processes following WWF policy.
• Ensure that inventory management systems are effectively maintained for all offices.
• Monitor office supplies and ensure availability for smooth operations.
• Support the management of office premises, lease agreements, and maintenance of facilities and equipment.
• Supervise administrative support staff (drivers, cleaners, and office attendants) to ensure operational efficiency and service quality.
• Ensure proper documentation and filing systems for administrative records, both physical and electronic.
• Provide administrative support during external audits and reviews as required.
• Provide training and capacity-building for admin staff to enhance service delivery
• Ensure that all operational activities comply with WWF’s Finance Manual, local laws, and donor regulations.
• Maintain up-to-date knowledge of operations policies, guiding staff on compliance requirements.
• Produce monthly and quarterly operations reports, including asset updates, and cost monitoring.
• Support the Head of Finance and Administration in identifying and mitigating operational risks.
• Participate in continuous process improvement initiatives to enhance operational efficiency.
• Coordinate with Finance, HR, and Program teams to ensure effective planning and timely delivery of operational support.
• Promote teamwork, accountability, and cross-functional collaboration within the Administration unit

• Proven coordination, organizational, and planning abilities.
• High level of integrity, accountability, and attention to detail.
• Strong interpersonal and stakeholder management skills.
• Ability to work effectively under pressure and meet deadlines.
• Commitment to WWF’s core values: Courage, Integrity, Respect, and Collaboration.
• excellent computer skills in MS Office applications.
• Strong communication and negotiation skills in both English and Kiswahili.

• Bachelor’s degree in business administration, Logistics, Supply Chain Management, or related field.
• At least 5 years of experience in operations and preferably within an international NGO or development organization.
• Sound knowledge of contract management, and Tanzanian statutory requirements.