Job at Church World Service, Administration Supervisor

Job at Church World Service, Administration Supervisor

Job Descriptions

 Position Title: Administration Supervisor

Reports To: Program Manager

Division: Immigration & Refugee Program+ (IRP+)

Department: Administration

Job Location: Kasulu, Tanzania

Grade Level: 7 (N)

Introduction: Church World Service (CWS) is a faith-based nonprofit organization working to transform societies around the world through just and sustainable solutions to hunger, poverty, displacement, and disasters. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or the provision of services.

Primary Purpose:

This position is primarily responsible for overseeing logistics, finance, utilities, and the office.

Management functions in the CWS Kasulu office include policy compliance, strategic planning, budgeting, planning, coordination, administration, and reporting.

The position will coordinate office operations and procedures to ensure the effectiveness, efficiency, and security of the organization.

This position will also oversee the planning, training, quality control, and logistics control,

Office management teams and general services in Kasulu.

Essential Duties:

Management and supervision.

Organizes and supervises the administrative functions (logistics, finance, general services, and office administration) of the CWS Kasulu office to ensure professionalism, effectiveness, and efficiency.

It ensures that relevant SOPs are regularly updated and stored and that training sessions are organized on the same procedures.

Develops and maintains a good working relationship with external partners, vendors, contractors, and other interested parties.

Provides originality, initiative, and good judgment in applying CWS RSC policies to new and unusual problems.

Manage and control the workload within the unit and prioritize work tasks accordingly.

Ensures the maintenance of the file system that facilitates the retrieval of administrative documents for the logistics, finance, public services, and office management units.

Coordinates support and communication with CWS Africa offices and other branches regarding office visits, reports, policies, and services.

Plans and conducts annual operations reviews of the Logistics, Finance, General Services, and Office Management units

Lies with the Administrative Assistant and General Service Officer to ensure a clean work environment is maintained on a regular basis.

Coordinates and supervises the preparation and organization of meetings and/or conferences, including maintaining the meeting schedule, reserving refreshments, and arranging ground transportation.

Coordinates staff events such as staff day, staff socials, and staff training for the CWS Kasulu office.

It acts as a focal point for the resource center by monitoring the incoming and outgoing items and updating the resource center database.

Budget

Supports the process of preparing the annual budget by supervising the forecasts of the units under his supervision and estimating the costs of the proposed budget items.

Manages the logistics, finance, general services and office administration component within the organization's budget.

Oversees monthly projected expense forecasts and monitors expenses related to logistics, finance, general services, and office administration units.

Compliance

• Oversees all logistics, finance, procurement, property, and office administration functions and ensures strict adherence to Standard Operating Procedures, CWS RSC Africa, and 2 CFR 200 Standard Operating Procedures.
• Ensures compliance of Logistics, Finance, General Services, and Office Management units with Fileserver organization and group email protocols.
• Ensures the development, implementation, deployment, control, and compliance with the Standard Operating Procedures (SOP) for the Logistics, Finance, General Services, and Office Management Units.
• Conducts job postings for logistics, finance, general service, and office administration staff to ensure compliance is met and identify any areas for improvement or training needs.
• Manages the coordination of the procurement prequalification process for vendors, ensuring that vendors/checks are cleared through the Grant Management System (SAM Check) for all vendors, URA PIN checks for local vendors, and all forms from providers instead.
• Administration (logistics, finance, public services, and office management)
• Monitors the level of reordering of all supplies in the power of asset data in a SAGE ERP system.
• Oversees property/asset management auditing, accurate record-keeping in SAGE, preparation of Pro 1B and other acquisition documents to ensure accuracy in IPMIS.
• Oversees all office equipment and vehicle complex and ensures maintenance schedules for CWS RSC Africa properties and adequate security against theft or damage is maintained.
• Oversees the ordering, maintenance, and inventory of expendable and non-expendable equipment for the CWS Kasolo office.
• Ensures quarterly inventory count is completed, ensures variance preparation and reporting, and recommendation for replacement/purchase of new equipment.
• Ensures that all appropriate insurance for all property, employee,s and other liabilities is arranged in accordance with the laws of the United States and Tanzania.
• Regularly coordinates with the owner to ensure that services are provided and accounted for correctly.
• Work with a travel logistics manager in Nairobi to support in-country travel.

Performance Management

• Provides direct supervision and leadership to logistics, general service, and office administration staff, including annual performance reviews, job description development, hiring engagement, and furlough coordination.
• Manages the development and implementation of training modules for new employees in the Logistics, Finance, General Services, and Office Management modules.
• Provides regular feedback to logistics, finance, general services, and office administration and manages training, mentoring, and mentoring facilitation.
• Manages and ensures the creation of performance expectations and qualifications for logistics, general services, and office administration personnel.
• Manage and track the time and attendance of employees under your supervision.

Staff Care

• Supervises and ensures a safe, healthy, and professional work environment for the Logistics, Finance, General Services and Office Management units.
• Actively support employees by promoting a safe space, open-door policy, and escalation policy.
• Ensures and manages the work resources available to employees in the Logistics, General Services, and Office Management units.
• Ensures that your direct reports have access to your benefits and are used appropriately, including leave.
• This position also undertakes other duties as assigned by CWS/RSC Africa Management.

Ratings:

Expertise:

Minimum of five (5) years of supervisory experience, preferably three (3) years, with an international NGO in the same position desired.

A minimum of eight (8) years of relevant work experience is required.

Two (2) years of work experience in a US Government CFR 200 compliant organization is required.

Abilities:

• Strong computer skills are required, especially Microsoft Excel, Word, Outlook and Access
• Excellent organization and time management skills.
• Strong verbal and written skills in English.
• Working knowledge of Sage ERP
• Working knowledge of 2 CFR 200
• It is preferable to know the laws and customs of Tanzania

Capacities:

• The administrative supervisor must have the ability to:
• Supervise staff to ensure policies and procedures are implemented and implemented in accordance with guidelines and standard operating procedures;
• Maintain a high level of performance with attention to detail and complete tasks within specified time frames;
• exercise good judgment and seek guidance as appropriate when encountering unforeseen problems;
• Deal effectively and courteously with a large number of partners, outside agencies, refugees and members of the public;
• Manage large and diverse workloads under pressure with competing priorities.
• maintain the integrity of official records;
• Analyze and solve complex problems and make sound decisions;
• Work with minimal supervision.
• Maintain a high level of performance with attention to detail;
• Work independently and contribute to the overall operations of RSC Africa;
• Actively participate in the implementation of the United States. Refugee Admissions Program (USRAP).
• Be flexible with changing daily tasks as needed.
• Strong communication skills in English, both written and verbal.
• Ability to work in a multicultural environment is required.
• A commitment to diversity, equality and inclusion, and a willingness to support the CWS Racial Justice Platform as a CWS employee is required.

Education and Certifications:

Bachelor's degree in business administration is required

Crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, manipulating objects (manual dexterity), reaching over the shoulder, using fine finger movements, and lifting/carrying heavy loads. 

Environment: Occupants in this mode will be exposed to extreme noise, large changes in temperature and/or humidity, dust and infectious diseases, harsh climates, long working hours, poor road conditions, extended travel, excessive sun exposure, and unventilated spaces.

All employees must be prepared to work from the CWS office at the recruiting site. Remote work arrangements may vary based on location and provisions governing the COVID-19 pandemic

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The application deadline is January 31, 2022.