Administration Officer -Hotels
Posts: 1Jhpiego • HR & Administration
Job Description
The Administration Officer is responsible for coordinating and overseeing the effective delivery of administrative, travels, facilities, and office support services across Jhpiego Tanzania. The role serves as a key focal point for administrative operations, ensuring the efficient management of travel logistics, vendor relationships, facilities services, office administration, and regulatory compliance in support of program and organizational objectives. Working closely with the Senior Operations Manager, the Administration Officer contributes to the continuous improvement of administrative systems, processes, and service delivery standards. The Administrative Officer is responsible for operational efficiencies, strengthen internal controls, monitor vendor performance, and ensure that administrative services are responsive, cost-effective, and aligned with organizational policies and donor requirements. The role provides technical guidance on administrative matters and supports the development and implementation of initiatives that enhance workplace effectiveness and overall employee experience.
Jhpiego offers competitive salaries and a comprehensive employee benefits package.
Applicants must submit a single document for upload to include cover letters, resume, and references.
Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.
Jhpiego is an Affirmative Action/Equal Opportunity Employer
RECRUITMENT SCAMS & FRAUD WARNING
Jhpiego has become aware of scams involving false job offers. Please be advised:
- Recruiters will never ask for a fee during any stage of the recruitment process.
- All active jobs are advertised directly on our careers page.
- Official Jhpiego emails will always arrive from a Jhpiego.org email address.
- Please report any suspicious communications to Info@jhpiego.org
Requirements
- Bachelor's degree in business administration, Public Administration, Management, or related field.
- Minimum of 6 years of progressively responsible experience in administration, office management, travel coordination, facilities management, or operations support.
- Knowledge: (functional or technical, i. federal legislation, finance, program planning, public healthcare standards, proposal writing, human resources practices, etc.)
- Experience working in a busy office within the private sector, especially with an international organization
- Basic computer skills.
- Ability to operate and use a PABX phone system
- Proficiency in both written and spoken English and Kiswahili.
- A wide variety of front office/receptionist skills
- Be self-motivated and proactive and have a positive attitude to work requiring minimum supervision.
- Excellent organizational skills, including the ability to handle a variety of assignments, sometimes under pressure of deadlines.
- Be cooperative, hardworking, flexible, & dependable.
- Ability to communicate effectively, instilling trust and confidence.
- Pleasant, warm and outgoing personality.
Preferred Qualifications
- Excellent interpersonal and communication skills.
- Be of high integrity and have a sense of confidentiality.
- Be willing to take on extra responsibilities to achieve the goals/objectives set by the organization
Key Responsibilities
1.0 Office Management and Operations
- Provide supervisory roles to other supportive staff including cleaners and security, to ensure timely delivery of day-to-day assigned duties.
- Ensure documents are properly documented and filed.
- Coordinate with procurement team to ensure that office running required items are available in time to support program and office undertakings, including monitoring of procurement plan
- Facilitate smooth day-to-day office running to ensure availability of all office requirements.
- Ensure good relationships between the organization and the partner over the phone and through e-mails when interacting with or visiting the regional Office.
- Maintain reception information/literature and keep the reception area tidy and welcoming.
- Acknowledge receipt of all incoming mails, invoices, register the same and channel to responsible official for action.
- Oversee proper running of utilities for the offices such as electricity, water and proper function of telephone lines
- Provide regular guidance/feedback to the Senior Operations Manager on the reception/front office issues/office management issues.
- Oversee the use and maintenance of the office equipment including the photocopier and binding machine to ensure that they are in working order and arrange for their repair and maintenance as needed.
- Follow up of service provider
- Manage the safety and security of the building and assets.
- Ensure that all office equipment and workspace properly maintained and serviced follow up with vendors for after-sales service and maintenance.
- Assume other responsibilities, as assigned.
2.0 Hotel Management:
- Assist in arranging local and regional staff for travel, which includes hotel bookings, airport transfers, arranging travel advances, and making hotel reservations as needed.
- Consolidate the list of hotels, renegotiating the rate, and update the contracts
- Manage the hotel agreement by making sure they are updated on time and have the list uploaded at my.jhpiego.org
- Make close follow up of statement reconciliation monthly
- Collect invoices and attach the relevant support documentation; responsible for preparing POs for hotel, work closely with VAT refunds.
- Request official receipts from vendors following payment or transfer made to them
- Work with Finance team to close all none paid PO from the QB on monthly basis; work with the Zone offices to make sure the PO are closed.
- Verifying all hotels listed, attach the relevant support documentation; responsible for preparing POs for hotel.
About Jhpiego
Jhpiego was founded in 1973 by Dr. Theodore M. King, a visionary in women’s health who recognized that sharing his knowledge of reproductive health and family planning with other health providers could have lasting benefits, especially in low- and middle-income countries. Originally established as the Johns Hopkins Program for International Education in Gynecology and Obstetrics, Jhpiego began as a global leader in provider education.
From the beginning, Jhpiego championed hands-on, skills-based training to build the capacity of health workers. Over the years, we have expanded our focus to meet evolving health challenges—from maternal and newborn health, and infectious and noncommunicable diseases to health systems strengthening. Our first international office opened in Kenya in 1993, and today, we have expanded worldwide.
Jhpiego now works in over 30 countries – including Kenya – partnering with governments and communities to co-create and scale up low-cost, high-impact, innovative solutions that save lives and ensure healthier futures for women, children and families.