The Office Manager is a key player in the smooth running of our office in Tanzania. He/She is responsible for the Administrative, organisational, and logistical management of all office operations. As the primary point of contact for internal teams and external partners, the Office Manger ensures the efficiency of administrative processes, optimally manages human and material resources and supports the leadership in achieving strategic objectives. This position requires strong priority management and the ability to work autonomously while being a facilitator for the teams.

Handling incoming and outgoing mail, calls and emails; managing internal and external communications to ensure timely responses.
Managing and organising administrative and commercial documents; implementing a secure electronic and physical archiving system.
Report writing and preparation by drafting meeting minutes, project progress reports, and other necessary administrative documents.
Planning meetings, internal and external appointments for the management, and coordinating schedules and availability.
Tracking contracts, archiving, and ensuring timely renewals.
Organising recruitment processes (job postings, interviews, candidate selection) and on boarding of new employees.
Managing leave schedules, absences, training requests and maintaining employee records.
Addressing administrative queries from employees, managing requests for information and ensuring HR practices comply with local regulations.
Monitoring office supply and equipment needs, managing office stock.
Ensuring the cleanliness and maintenance of office space, leasing with external service providers.
Booking transportation, accommodation and related services for staff travel.
Managing local legal obligations and ensuring compliance with business-related administrative procedures.
Monitoring operational expenses and preparing financial reports in collaboration with the finance department.
Receiving and processing invoices from suppliers and service providers, managing payments in accordance with budget guidelines.
Preparing monthly financial reports with a clear follow-up on office-related costs.
Preparing documents for strategic and operational meetings, follow up on actions from meetings.
Organising seminars, training, conferences or internal and external meetings, handling logistics (venue reservations, catering, invitations)

Bachelor's or Master's Degree in management, business administration or similar field
Minimum of 3-5 years of experience in a similar position, preferably in a multinational environment or logistics sector.
Fluent in Swahili and English (both written and spoken)
Knowledge of French language
Strong proficiency with office tools (Microsoft Office, Google Suite, ERP systems, project management tools such as Asana or Trello).
Strong organisational skills and the ability to handle multiple tasks simultaneously.
Rigorous, autonomous and able to work under pressure.
Excellent verbal and written communication skills
Strong ability to work in a multicultural team environment
Ability to anticipate needs and propose practical solutions.