FHI 360 is a global organization that mobilizes research, resources and relationships so people everywhere have access to the opportunities they need to lead full and healthy lives. Currently, we are seeking suitably qualified candidates to fill in Senior Administrative Officer position in Dar es salaam for its EpiC project in Tanzania.

The Meeting Targets and Maintaining Epidemic Control (EpiC) is a global project dedicated to achieving and maintaining HIV epidemic control by providing strategic technical assistance and delivery of lifesaving activities to achieve HIV epidemic control and promote self-reliant management of national HIV programs by improving HIV case finding, treatment programming, and viral load suppression.

Job Summary

Provides overall leadership, oversight, and quality assurance for administrative, logistical, and office support services for the Tanzania Country Office and its projects. The position supports a large and complex operating environment, providing high‑level administrative and operational support to multiple teams and departments. The role delivers a broad range of senior administrative, facilities, and operations services to the Country Office and its projects, and coordinates as required with FHI 360 Regional and Global offices to ensure alignment with organizational standards. The position oversees administrative systems, compliance, and service quality, provides technical and functional supervision to Administrative Assistants, and combines strategic oversight with selective hands‑on coordination to ensure continuity of services and effective resolution of operational issues

Accountabilities:

Administrative Operations, Facilities, and Office Services

• Leads the coordination and provides overall leadership and oversight for administrative, facilities, and office support operations for the Tanzania Country Office and its projects.
• Ensures efficient, timely, and high‑quality administrative services are delivered to staff, consultants, visitors, and project teams.
• Oversees facilities management, including office space, utilities, leases, insurance policies, and service contracts, ensuring timely renewal and compliance with organizational policies.
• Monitors recurring administrative costs such as fuel, utilities, telephone services, and office supplies to ensure accuracy, timeliness, and effective cost control.
• Leads the identification of gaps in administrative service delivery and implements solutions to enhance operational efficiency.
• Leads the review, development, and continuous improvement of administrative systems, procedures, and workflows.

Fleet, Transportation, and Journey Management

• Oversee transportation and fleet management systems to ensure staff, consultants, and visitors’ transportation needs are effectively met.
• Ensures journey management, vehicle tracking, and safety procedures are implemented and complied with in line with organizational security requirements.
• Monitors fleet utilization, maintenance, and fuel management records to ensure efficiency, safety, and compliance.

Assets, Procurement Records, and Administrative Compliance

• Oversee asset management systems in collaboration with the Finance Department, ensuring compliance with organizational, donor, and local regulatory requirements.
• Ensure accurate maintenance of asset registers, inventories, and periodic verification records.
• Oversee the maintenance of complete and compliant administrative and procurement‑related records, including requisitions, approvals, purchase documentation, tax exemption records, and supporting documentation (e.g. Electronic Fiscal Device receipts).
• Coordinates with the Procurement Officer to ensure administrative documentation supporting procurement processes is complete, accurate, and audit‑ready, without duplicating procurement execution responsibilities.
• Ensures proper filing, retention, and retrieval of administrative and procurement documentation in line with internal controls and audit requirements.

Financial and Donor Coordination

• Coordinate with Finance teams, including the Finance and Grants Officer, to support administrative documentation requirements and facilitate utilization of applicable tax exemptions or reliefs available to the organization.
• Ensures administrative processes and documentation effectively support financial controls, donor compliance, and reporting requirements.
• Monitors administrative practices that affect financial compliance and address identified risks or inefficiencies.

Logistics, Meetings, and Operational Support

• Oversee administrative and logistics support for meetings, workshops, conferences, travel, and official events.
• As required, directly coordinate and execute complex or time-sensitive administrative and logistical activities to ensure continuity of Country Office operation.
• Support facilities planning and coordination of office‑related logistics for country‑level activities.

Security and Risk Management

• Serve as the designated Country Office Security Focal Point.
• Coordinate implementation of organizational security policies, procedures, and risk mitigation measures.
• Liaise with regional and global offices on security‑related matters, incidents, and reporting.
• Support staff awareness and adherence to security protocols and safety measures.

Leadership, Supervision, and Coordination

• Provide technical and functional supervision to Administrative Administrators, including guidance, coaching, quality assurance, and input into performance management.
• Serve as a key administrative interface with the Program Manager, Finance, Procurement Officer, Administrative Administrators, and external service providers.
• Provide regular updates to management on administrative performance, operational risks, and resource needs.

Other Duties

• Perform other related duties as assigned by the supervisor, consistent with the scope and seniority of the position.

Education:

Associated Degree or international Equivalent in Business Administration, Construction Management or Related Field.

Education and Experience

• Associated Degree or international equivalent in Business Administration, Management, Commerce, Procurement Management with minimum 5 years of progressively responsible experience in administrative or operations management.
• Demonstrated sound and in‑depth understanding of administrative systems, policies, procedures, and practices.
• 5+ years of experience working in an international NGO / INGO or donor‑funded project environment is highly desirable.

Core Competencies and Skills

• Proven ability to oversee and manage administrative operations and work programs, ensuring efficiency, quality, and compliance.
• Strong organizational and problem‑solving skills, with the ability to manage complex and competing priorities.
• Demonstrated supervisory and leadership skills, including the ability to guide, support, and coordinate administrative teams.
• Ability to deliver high‑quality administrative support services to offices and multidisciplinary teams.
• Strong interpersonal and communication skills, with the ability to interact effectively at all levels of the organization and address issues with tact and diplomacy.
• Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
• Well‑developed computer skills and proficiency in standard office applications.

Professional and Personal Attributes

• High level of integrity and commitment to ethical and professional standards.
• Strong analytical judgment and attention to detail.
• Ability to work collaboratively and sensitively within a multidisciplinary, multicultural, and multigender environment.
• High degree of proficiency in written and spoken English and Kiswahili.

• Leads the coordination and provides overall leadership and oversight for administrative, facilities, and office support operations for the Tanzania Country Office and its projects.
• Ensures efficient, timely, and high‑quality administrative services are delivered to staff, consultants, visitors, and project teams.
• Oversees facilities management, including office space, utilities, leases, insurance policies, and service contracts, ensuring timely renewal and compliance with organizational policies.
• Monitors recurring administrative costs such as fuel, utilities, telephone services, and office supplies to ensure accuracy, timeliness, and effective cost control.
• Leads the identification of gaps in administrative service delivery and implements solutions to enhance operational efficiency.
• Leads the review, development, and continuous improvement of administrative systems, procedures, and workflows.
• Oversee transportation and fleet management systems to ensure staff, consultants, and visitors’ transportation needs are effectively met.
• Ensures journey management, vehicle tracking, and safety procedures are implemented and complied with in line with organizational security requirements.
• Monitors fleet utilization, maintenance, and fuel management records to ensure efficiency, safety, and compliance.
• Oversee asset management systems in collaboration with the Finance Department, ensuring compliance with organizational, donor, and local regulatory requirements.
• Ensure accurate maintenance of asset registers, inventories, and periodic verification records.
• Oversee the maintenance of complete and compliant administrative and procurement‑related records, including requisitions, approvals, purchase documentation, tax exemption records, and supporting documentation (e.g. Electronic Fiscal Device receipts).
• Coordinates with the Procurement Officer to ensure administrative documentation supporting procurement processes is complete, accurate, and audit‑ready, without duplicating procurement execution responsibilities.
• Ensures proper filing, retention, and retrieval of administrative and procurement documentation in line with internal controls and audit requirements.
• Coordinate with Finance teams, including the Finance and Grants Officer, to support administrative documentation requirements and facilitate utilization of applicable tax exemptions or reliefs available to the organization.
• Ensures administrative processes and documentation effectively support financial controls, donor compliance, and reporting requirements.
• Monitors administrative practices that affect financial compliance and address identified risks or inefficiencies.
• Oversee administrative and logistics support for meetings, workshops, conferences, travel, and official events.
• As required, directly coordinate and execute complex or time-sensitive administrative and logistical activities to ensure continuity of Country Office operation.
• Support facilities planning and coordination of office‑related logistics for country‑level activities.
• Serve as the designated Country Office Security Focal Point.
• Coordinate implementation of organizational security policies, procedures, and risk mitigation measures.
• Liaise with regional and global offices on security‑related matters, incidents, and reporting.
• Support staff awareness and adherence to security protocols and safety measures.
• Provide technical and functional supervision to Administrative Administrators, including guidance, coaching, quality assurance, and input into performance management.
• Serve as a key administrative interface with the Program Manager, Finance, Procurement Officer, Administrative Administrators, and external service providers.
• Provide regular updates to management on administrative performance, operational risks, and resource needs.
• Perform other related duties as assigned by the supervisor, consistent with the scope and seniority of the position.

• Proven ability to oversee and manage administrative operations and work programs, ensuring efficiency, quality, and compliance.
• Strong organizational and problem‑solving skills, with the ability to manage complex and competing priorities.
• Demonstrated supervisory and leadership skills, including the ability to guide, support, and coordinate administrative teams.
• Ability to deliver high‑quality administrative support services to offices and multidisciplinary teams.
• Strong interpersonal and communication skills, with the ability to interact effectively at all levels of the organization and address issues with tact and diplomacy.
• Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
• Well‑developed computer skills and proficiency in standard office applications.
• High level of integrity and commitment to ethical and professional standards.
• Strong analytical judgment and attention to detail.
• Ability to work collaboratively and sensitively within a multidisciplinary, multicultural, and multigender environment.
• High degree of proficiency in written and spoken English and Kiswahili.

• Associated Degree or international Equivalent in Business Administration, Construction Management or Related Field.
• Associated Degree or international equivalent in Business Administration, Management, Commerce, Procurement Management with minimum 5 years of progressively responsible experience in administrative or operations management.
• Demonstrated sound and in‑depth understanding of administrative systems, policies, procedures, and practices.
• 5+ years of experience working in an international NGO / INGO or donor‑funded project environment is highly desirable.