Overview

Job Title: Senior Administrative Officer

Work location: Dar es Salaam

Advent Construction Limited

 

 

 

Advent Construction Ltd is one of Tanzania’s largest and best-known civil and building construction enterprises.

 

 

The Purpose of the Position:

As the Administrative Officer, you will oversee Advent’s administrative operations and provide support to the HR and Admin teams. Identifying and executing major areas for improvement is a critical component of this role. Success in this function will be demonstrated by the timely and efficient completion of all administrative tasks, allowing Advent Construction to achieve its goals and objectives.

 

The Major Responsibilities:

The key Outputs: Accountability and Results.

Weight (%)

  • To oversee and coordinate efficient and high-quality administrative support services such as transportation, housing, work permit processing, equipment purchases, building services, event coordination, and staff and visitor hospitality, while increasing staff capacity by 15% through coaching and mentoring.

 

  • To supervise the delivery of a wide range of administrative support services to all site offices by collaborating with the Storekeepers and Site In Charge to guarantee functionality, efficient systems, and procedures that contribute to effectiveness in programs, projects, and reporting 5%.

 

  • To design, record, implement, and supervise the maintenance of administrative systems and procedures, office space allocation, general maintenance, and the implementation of safety procedures for Advent assets and property. Ensure that core papers are available for staff distribution; 15% of all administration-related documents and contracts are held by the custodian.

 

  • To oversee contract discussions, preparation, approval, and execution, as well as the development of MoUs and SLAs that assure cost savings while keeping Advent’s interests at 10%.

 

  • To organize, chair, and attend general staff and management meetings to improve communication, as well as represent the administration unit in various meetings with stakeholders, advising staff on local policies and procedures and ensuring all staff adhere to the child protection policy and other policies. – 10%

 

  • To oversee (matrix) the purchase of all office supplies and services, auditing and approval of all contracts and payment documents, ensuring that acceptable documentation, standards, policies, and procedures are adhered to, and inventory databases are kept up to date. In collaboration with the Finance Manager, manage fixed assets and insurance coverage at 15%.

 

  • To oversee (matrix) outsourced services, including procurement, fleet management, travel and event coordination (BCD), and cleaning services (5%).

 

  • The key WV contact with the WV lawyer on administrative-related matters, escalating as needed and providing technical counsel to management on legal concerns and changes in the statutory requirements 5%

 

  • To oversee the relocation and settling in of expatriate staff (incoming and outgoing); point person for WV with the Ministry of Foreign Affairs and Department of Immigration; oversee the processing of work permits for all international staff based in Kenya; and support regional staff with visa requirements. 10%

 

  • To participate in preparing the budget for the Support Services Unit. Prepare and submit quarterly reports and other briefings to the SSU Manager for sharing with the leadership. 5%

 

  • To oversee the development and implementation of security policies for the safekeeping of WV staff and possessions, as well as annual compliance assessments. 5%

 

 

Practicing gender & cultural diversity 3 3

Influencing individuals and groups. 3 3

 

The Qualifications:

Education, Knowledge, Technological Skills, and Experience

The following can be learned by a combination of formal or self-education, prior experience, or on-the-job training:

  • A Bachelor’s degree in business management.
  • The extensive administrative experience of at least 5 years in building, manufacturing, or mining.
  • Good comprehension of commercial law.
  • Good understanding of permissible procurement procedures and audit standards.
  • Understanding of typical organizational policies and procedures.
  • Good awareness of government requirements and procedures, including work permit processing, insurance, and facility protocols.
  • Strong dispute resolution/problem-solving abilities, teamwork, crisis management, and training facilitation.
  • The experience working in a multicultural setting.
  • The experience in difficult situations will be advantageous.
  • Capable of managing different priorities in cross-cultural teams, including prioritizing under pressure.
  • The integrity and great interpersonal skills.
  • The excellent verbal and written communication abilities, particularly via phone and email.

 

Working Environment and Conditions:

The Work environment:

  • Head office-based with on-site travel.

 

Mode of application:

If you are interested in this opportunity, please share your updated CV only with career@adventconstructions.com.

The application deadline is February 28th, 2025.

 

Address:

Advent Construction Ltd’s Headquarters,

Plot 132 on Advent Avenue,

Mikocheni Light Industrial Area,

Mwenge,

P.O. Box 8702,

Dar es Salaam, Tanzania.