About Hand in Hand Eastern Africa-Tanzania (HIHEA TZ)

Hand in Hand Eastern Africa-Tanzania (HIHEA TZ) is a Non-Governmental Organization registered in Tanzania since 2018. Part of the Hand in Hand Global Network, we work to empower communities – especially women – through sustainable enterprises and job creation. We currently operate through six branches in Moshi, Arusha, Manyara, Dodoma, Singida, and Meatu. Using a participatory self-help approach, we provide training and support to help people living in poverty build independent, market-based businesses that improve income, food security, education, healthcare, housing, and overall livelihoods.

Job Summary

This position is responsible for coordinating all procurement processes and providing administrative support to the organization to ensure the quality and efficient delivery of administrative services.

Duties and Responsibilities

Procurement Responsibilities

• Provide support to Heads of Functions, Supervisors, and Branches to ensure effective and efficient procurement processes at HIHEA TZ.
• Request quotations from suppliers in line with the HIHEA TZ procurement manual and standard operating procedures.
• Maintain records of purchases, pricing, and other important data on the ERP system.
• Review and analyze vendors, suppliers, supply options, and price options.
• Negotiate the best deals for pricing and supply contracts.
• Maintain and update a list of suppliers with their qualifications, delivery times, and potential for future development.
• Coordinate receipt of supplies to confirm conformity with orders and dispatch or distribute them to the relevant departments or staff.
• Develop and maintain strategic relationships with key suppliers, vendors, and service providers.
• Conduct general procurement, tendering, and bidding processes at HIHEA TZ.
• Coordinate and facilitate pre-qualification of vendors and service providers.
• Develop and undertake periodic updates of procurement databases and ensure the procurement committee and staff are fully informed.
• Communicate and follow up on supplier payments in line with established SOPs.
• Notify unsuccessful bidders on the outcome of the tendering process.
• Oversee supplier compliance with quality standards, compliance requirements, and regulations.
• Evaluate contracts to ensure compliance with contractual agreements and performance standards.
• Coordinate and take minutes for all procurement meetings.

Administration Responsibilities

• Handle and distribute incoming external mail and prepare outgoing mail, including bulk mail.
• Perform receptionist duties: receive visitors, refer them to appropriate staff, answer phone calls, route calls, and take messages.
• Maintain online vehicle movement logs, book vehicles, and allocate them for scheduled activities as per requests received, including fuel replenishments.
• Book accommodation for staff traveling to the Country Office in Arusha based on requisitions and in line with established regulations.
• Assist in the coordination of corporate events and staff welfare activities.
• Maintain updated mailing lists for service providers and stakeholders as directed.
• Source and raise requisitions for the administration department as needed.
• Initiate and coordinate office renting processes, purchasing of furniture, and associated items for the offices.

Knowledge, Skills and Abilities

The required knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.

a. Level of Education / Academic Qualification

Bachelor’s degree in business administration and management, procurement and supply/logistics, human resource management, public administration, or a related field.

b. Specialized Training / Professional Qualifications

Training in business administration and management, procurement practices, and public administration.

c. Competencies / Abilities / Skills Required

• Good knowledge of Tanzania labor laws, including disciplinary processes and grievance procedures.
• Strong interpersonal skills and ability to work as a team player with people from diverse backgrounds.
• Passion and commitment to delivering quality service.
• Excellent organizational, planning, and problem-solving skills.
• Working knowledge of computer applications including MS Office, internet, and email.
• High level of integrity.
• Strong analytical skills, attention to detail, and ability to multi-task in a fast-paced environment.
• Good communication and report-writing skills, with fluency in both spoken and written English and Kiswahili.

d. Relevant Work Experience

At least one year’s experience in a similar position.

• Provide support to Heads of Functions, Supervisors, and Branches to ensure effective and efficient procurement processes at HIHEA TZ.
• Request quotations from suppliers in line with the HIHEA TZ procurement manual and standard operating procedures.
• Maintain records of purchases, pricing, and other important data on the ERP system.
• Review and analyze vendors, suppliers, supply options, and price options.
• Negotiate the best deals for pricing and supply contracts.
• Maintain and update a list of suppliers with their qualifications, delivery times, and potential for future development.
• Coordinate receipt of supplies to confirm conformity with orders and dispatch or distribute them to the relevant departments or staff.
• Develop and maintain strategic relationships with key suppliers, vendors, and service providers.
• Conduct general procurement, tendering, and bidding processes at HIHEA TZ.
• Coordinate and facilitate pre-qualification of vendors and service providers.
• Develop and undertake periodic updates of procurement databases and ensure the procurement committee and staff are fully informed.
• Communicate and follow up on supplier payments in line with established SOPs.
• Notify unsuccessful bidders on the outcome of the tendering process.
• Oversee supplier compliance with quality standards, compliance requirements, and regulations.
• Evaluate contracts to ensure compliance with contractual agreements and performance standards.
• Coordinate and take minutes for all procurement meetings.
• Handle and distribute incoming external mail and prepare outgoing mail, including bulk mail.
• Perform receptionist duties: receive visitors, refer them to appropriate staff, answer phone calls, route calls, and take messages.
• Maintain online vehicle movement logs, book vehicles, and allocate them for scheduled activities as per requests received, including fuel replenishments.
• Book accommodation for staff traveling to the Country Office in Arusha based on requisitions and in line with established regulations.
• Assist in the coordination of corporate events and staff welfare activities.
• Maintain updated mailing lists for service providers and stakeholders as directed.
• Source and raise requisitions for the administration department as needed.
• Initiate and coordinate office renting processes, purchasing of furniture, and associated items for the offices.

• Good knowledge of Tanzania labor laws, including disciplinary processes and grievance procedures.
• Strong interpersonal skills and ability to work as a team player with people from diverse backgrounds.
• Passion and commitment to delivering quality service.
• Excellent organizational, planning, and problem-solving skills.
• Working knowledge of computer applications including MS Office, internet, and email.
• High level of integrity.
• Strong analytical skills, attention to detail, and ability to multi-task in a fast-paced environment.
• Good communication and report-writing skills, with fluency in both spoken and written English and Kiswahili.

• Bachelor’s degree in business administration and management, procurement and supply/logistics, human resource management, public administration, or a related field.
• Training in business administration and management, procurement practices, and public administration.