The Administration Manager ensures smooth day-to-day administrative operations at FINCA Microfinance Bank. Working closely with the Chief Financial Officer, this role provides support in asset maintenance, procurement, and overall resource management. The position focuses on mobilizing and protecting the company’s physical and financial resources while preparing reports for management in line with FINCA Tanzania’s administrative policies and procedures.

Responsibilities or duties

Procurement and Asset Management

• Assist in procuring assets following FINCA Microfinance Bank administrative policies.
• Prepare annual procurement plans and monitor actual procurements against the plan.
• Advertise for bids/quotes, manage pre-qualified suppliers, and prepare procurement contracts.
• Review Local Purchase Orders (LPOs) before submission to suppliers.
• Analyze quotations, conduct supplier evaluations, and liaise with suppliers, landlords, utility companies, and other stakeholders.
• Act as secretary to the procurement committee.

Premises and Facilities Management

• Survey and recommend suitable office premises in line with guidelines.
• Assess office premises suitability (working with Risk and Compliance) per BOT and FINCA requirements.
• Prepare tenancy and contractor agreements with support from Legal and user departments.
• Oversee refurbishments and procure necessary assets for premises.
• Manage utility requirements across all FINCA Tanzania offices.
• Ensure proper maintenance of vehicles, motorcycles, and timely licensing.
• Supervise office maintenance, furniture adequacy, and upkeep.

Security and Insurance

• Provide and monitor security at all office locations and assets per FINCA policies.
• Ensure functional alarm systems and guard services at all premises.
• Receive and analyze security reports from branches; address threats promptly.
• Issue staff identity cards and visitor gate passes.
• Ensure all assets, premises, staff, and activities are adequately insured.
• Arrange annual insurance coverage for procured assets.
• Process insurance claims monthly and follow up on outstanding claims with brokers and Bancassurance Manager.

Staff Supervision and Support

• Supervise, monitor, and evaluate Administration and Office Assistants (support staff) per HR policy.
• Build capacity of administrative assistants to manage branch and Business Center security.
• Ensure availability and proper use of telephone facilities across offices.

Budgeting and Policy

• Prepare Administration department budgets.
• Prepare and review administration policies and procedures.

Qualifications or requirements (e.g., education, skills)

• Bachelor’s degree in Business (or related field).
• Postgraduate qualification in procurement is an added advantage.
• Professional procurement qualification such as CPSP (Certified Procurement and Supplies Professional) is required.

Experience needed

• At least 5 years of work experience in the financial sector, including 2 years at a managerial level.
• Proven experience in procurement and administration.

• Assist in procuring assets following FINCA Microfinance Bank administrative policies.
• Prepare annual procurement plans and monitor actual procurements against the plan.
• Advertise for bids/quotes, manage pre-qualified suppliers, and prepare procurement contracts.
• Review Local Purchase Orders (LPOs) before submission to suppliers.
• Analyze quotations, conduct supplier evaluations, and liaise with suppliers, landlords, utility companies, and other stakeholders.
• Act as secretary to the procurement committee.
• Survey and recommend suitable office premises in line with guidelines.
• Assess office premises suitability (working with Risk and Compliance) per BOT and FINCA requirements.
• Prepare tenancy and contractor agreements with support from Legal and user departments.
• Oversee refurbishments and procure necessary assets for premises.
• Manage utility requirements across all FINCA Tanzania offices.
• Ensure proper maintenance of vehicles, motorcycles, and timely licensing.
• Supervise office maintenance, furniture adequacy, and upkeep.
• Provide and monitor security at all office locations and assets per FINCA policies.
• Ensure functional alarm systems and guard services at all premises.
• Receive and analyze security reports from branches; address threats promptly.
• Issue staff identity cards and visitor gate passes.
• Ensure all assets, premises, staff, and activities are adequately insured.
• Arrange annual insurance coverage for procured assets.
• Process insurance claims monthly and follow up on outstanding claims with brokers and Bancassurance Manager.
• Supervise, monitor, and evaluate Administration and Office Assistants (support staff) per HR policy.
• Build capacity of administrative assistants to manage branch and Business Center security.
• Ensure availability and proper use of telephone facilities across offices.
• Prepare Administration department budgets.
• Prepare and review administration policies and procedures.

• Procurement
• Asset Management
• Budgeting
• Policy Development
• Staff Supervision
• Risk Management
• Communication
• Negotiation
• Contract Management
• Facilities Management
• Security Management
• Insurance Claims Processing

• Bachelor’s degree in Business (or related field).
• Postgraduate qualification in procurement is an added advantage.
• Professional procurement qualification such as CPSP (Certified Procurement and Supplies Professional) is required.