Assistant Officer – Administration and Procurement at PASS TRUST | July 2024

JOB GROUP: Assistant Officer

JOB GRADE: F

FUNCTION DEPARTMENT: Finance and Administration

REPORTS TO: Senior Officer – Human Resources and Administration

MAIN PURPOSE OF THE JOB – (JOB SUMMARY)

The Administration Officer with Procurement Expertise role is to oversee and manage the Trust’s administrative functions in addition to handling procurement activities efficiently. The role holder will ensure smooth operations within the Trust by effectively managing administrative tasks and acquiring necessary goods and services through the procurement process.

MAIN RESPONSIBILITIES

1. Administrative Support
• Coordinate lease agreement management for all the Trust’s office locations.
• Manage the Trust’s Motor Vehicles both at the Head Office and Zones.
• Assist in preparing and monitoring budgets related to administrative and procurement activities.
• In collaboration with management, ensure that the Trust is compliant with the Occupational Safety and Health Act (OSHA)
• Coordinate the acquisition and renewal of relevant municipal licenses for the Trust as required.
• Oversee the management of externally managed staff, working closely with the vendors to address any issues that may arise.
• Supervise the Trust’s cleaning service providers to ensure that the highest levels of hygiene and cleanliness are maintained at both Head Office and Zonal Offices.
• Assist in the daily operations to ensure that the Trust’s HQ runs efficiently and effectively.
2. Procurement Management
• Provides technical advice to the Procurement Committee and Management on all matters pertaining to procurement operations (policy, guidance and procedures).
• Secretary to the Procurement committee.

• Manages all procurement activities for PASS Trust.
• Monitors the schedule/timing of bid processing as per the approved Annual Procurement Plan.
• Recommends evaluation teams and negotiation teams for approval by the MD or the MD’s delegate.
• Prepares and reviews a range of procurement-related documents (bid documents/Invitation for quotations) for compliance purposes; and providing guidance and training to user departments.
• In collaboration with requesting/user units/departments, assists in the preparation or review of Specifications/ Terms of References, Scope of Works or Services for inclusion in the bidding documents or requests for proposals before their issuance to the prospective bidders/consultants
• Ensures that all bidders/consultants are evaluated on their performance for record and reference purposes.
• In collaboration with the Finance department, ensures that the organization’s procured assets are properly received and recorded.
• In collaboration with the Finance Department, assist in maintaining and updating PASS Trust’s asset register on regular basis by ensuring that all newly procured materials and other assets are being recorded before being used or issued to users.
• Ensure the highest standards of probity are maintained in all procurement activities and Procurement principles as articulated in the Procurement Operations Manual are adhered to by all involved in the procurement process
• Performs any other duty as may be assigned by the immediate reporting superior (depending on the title of the superior).
• Coordinates all organizational procurement.
• In collaboration with requesting/user departments, assists in preparation of action plans, budgets, specifications, Terms of References, Scope of works and finally develops implementable Annual Procurement Plans for all procurements under his/her responsibility.
• Oversees the receipt and registering of all procurement requisitions for the procurement of Goods, Works, Non-Consultancy and Consultancy services.
• Ensures that all requirements for procurement of Goods, Works, Non-Consultancy and Consultancy services have been properly approved as per laid down procedures.
• Work in close cooperation with the other units/departments (Finance Department etc etc) to Coordinate all contractual matters of interest to PASS Trust.
• Identify cost-saving opportunities and recommend efficient procurement strategies.
• Archive and maintain accurate and up-to-date documentation related to procurement processes in digital format.
• Preparation of procurement reports.
• Support internal and external audits and reviews by providing necessary documentation and information.

Job Specifications

Academic Qualifications
1. Bachelor’s degree majoring in Procurement or Bachelors Degree in Procurement or Supplies Management from a recognized and reputable higher learning institution
2. Professional qualification (CPSP, CIPS or equivalent).
3. Membership to the Procurement and Supplies Professionals and Technicians Board (PSPTB) and must be registered in the “Authorized or Approved” Category.

Functional Skills
1. Procurement Planning and Execution
2. Supplier Management and Negotiation
3. Contract Management
4. Administrative Support
5. Budgeting and Financial Management
6. Compliance and Records Management
7. Communication and Presentation Skills
8. Interpersonal Skills
9. Problem-solving and Decision-making
10. Teamwork

Key Competencies

1. Attention to detail, ability to multitask while maintaining accuracy and precision in administrative and procurement tasks.
2. Proactive, flexible and adaptable, with the capacity thrive while working both independently and as well as part of a team in a fast-paced, dynamic environment.
3. Commitment to upholding ethical standards and transparency in procurement practices.
4. Willingness to collaborate with colleagues and stakeholders to achieve common goals.
5. Proactive approach to identifying challenges and proposing solutions.
6. Dedication to meeting the needs of internal and external stakeholders through responsive and efficient service.
7. Familiarity with procurement software and systems as well as proficiency in MS Office Suite.
8. High ethical standards and commitment to upholding integrity and professionalism in all business dealings of the Trust.
9. Commitment to the Trust’s vision, mission and values, with a passion for driving positive social impact.

Relevant Experience

1. Minimum three (3) years of practical experience in administrative and procurement roles in a public, private or Non-Governmental Organization (NGO).
2. Sound knowledge of procurement principles, practices and regulations.
3. A person who has not gone through fulltime higher learning training but holding a professional qualification such as CPSP or CIPS or their equivalent with the one (1) year practical experience will also be considered for this role.

HOW TO APPLY

1. Interested candidates should submit their letter of application, updated CV with three referees and their contact details, academic and professional certificates in PDF format in a single attachment.
2. All applications should be channeled to the email address recruitment6@genoservices.co.tz not later than 22nd July 2024.
3. The applicants should clearly state the job title applied for in the subject line of the email.