Administration and Logistics Officer Job at Mott MacDonald

Administration and Logistics Officer Job at Mott MacDonald

Singida

Mott MacDonald

The Mott MacDonald Group is a consultancy headquartered in the United Kingdom.

Job Description

Office Management

Carry out routine tasks to ensure that the Shule Bora office is a safe working environment
Complete weekly stock reports on office supplies
Carry out general office duties as requested by the Operations Manager

Procurement

Provide support for the procurement activities.
Liaise with the finance team on payments to vendors and suppliers
Monitor and keep accurate records of the program asset and inventory registers.
Support the delivery arrangements of all goods, including printed materials.
Establish a good working relationship with suppliers, including the establishment of maintenance agreements for items such as generators, ICT equipment, etc.

Events and Logistics

Supporting the technical team in the organization of events, meetings, and workshops.
Liaising with hotels and accommodation providers
Support the Operations Manager and Assistant Project Manager in the effective mobilization of international staff and sub-consultants coming from overseas, including
Communications with UK team members for support with visa applications, flight bookings, and security briefings.
Management and timely communication of local arrangements such as airport transfers and hotel bookings
Supporting the development and regular update of welcome packs and induction information.

Administration

Supporting sub-consultants with their administration and other arrangements
Managing mobile communications (office phones, phone credit, internet, etc.)
Manage meeting room bookings and ensure the room is set up as needed.
Maintain operations records in accordance with Mott MacDonald processes and procedures
Supporting the ethics, transparency, and accountability principles of the program and of Cambridge Education (Mott MacDonald);
Be proactive and responsive to performing any other duties and responsibilities as assigned by the operations manager or senior management team.

Candidate Specification

Proven experience in an administrative or operations role
Experience in finance, e.g., supporting payments, handling petty cash, etc., is highly desirable
Experience handling logistical challenges in Tanzania and negotiating to ensure efficient use of resources
Experience in organizing events: managing bookings, invitations, advertising, printing, and on-the-day requirements
Ability to prioritize and work under pressure.
Ability to work in a collaborative team setting.
Proficient in using MS packages, particularly Word, Excel, and PowerPoint
Strong organizational skills, reliability, and adherence to ethical standards
Excellent verbal and written communication skills
Fluency in written and spoken English (Kiswahili preferred

Experience

Experience in the public sector (government) processes, e.g., for invitations to an event or for requests to high-level officials
Experience of working on donor-funded programmes in multi-national teams

Knowledge