More specifically, the roles and responsibilities of the Office Administrator include:

1. Office Administration and Programme Support
• Coordinating day to programme office administration including support for hosted programmes;
• Keeping efficient records systems including donor and contractual records;
• Receiving and undertaking initial contract reviews and getting contracts signed;
• Maintain an updated contact lists for the Tanzania Programme office including all projects operating out of the Tanzania office.
• Organization and compilation and delivery of communication materials, workshops and similar deliverables as necessary;
• Providing support with regards to scheduling project meetings, writing minutes and agendas and circulating reference materials as required;
• Coordinate and follow-up of service, maintenance and insurance of official vehicles.

2. Finance Management
• Working with Programme Coordinator and Regional Finance Lead to compile financial and technical reports and any other documents as required;
• Initiation of purchase requisitions and travel advance transactions into the Admin portal and ensuring adequate supporting documents is uploaded with each request;
• Preparing and reviewing supporting documentation for external audits as required;
• Administer and reconcile petty cash and ensure payments requests are processed timeously;
• Ensure IUCN complies with all local taxation regulations including preparation of statutory returns;
• Ensuring that all financial records and files (e.g., supporting documents for expenditures, contracts, purchase orders, fixed asset inventory) in the office are well organized and maintained;
• Ensure all assets are appropriately covered by insurance;
• Receive and check partner accountabilities and ensure that all expenditure is properly supported before submission for review to Regional Programme Finance Officer;
• Maintain bank accounts and ensure sufficient funds are available to facilitate payments;
• Support procurement processes (equipments, supplies and services based on IUCN procedures;
• Check travel advances, travel claims and other settlement of advances and ensure adequate documentation is provided before they are processed
• Assist with end of year preparation and audit Preparation
• Maintain the bank accounts and ensure sufficient funds is available to facilitate payments for all office operations
• Undertake any other financial and or administrative duties as assigned.

3. Human Resources Management
• Strategic HR support to the Programme office on IUCN HR policies and procedures;
• Keep proper file for the programme office and ensure staff information is appropriately filled;
• Ensures that all newly hired employees in the office have gone through formal orientation;
• Provide support to Programme Coordinator and Project officers in recruitment processes;
• Ensure all HR policies, rules, procedures, HR forms, labor laws and country agreements are collated and readily accessible.
• Be the focal person in ensuring compliance with the Health and Safety Act in the country office and ensure that standards are adhered to as per the local labour laws;
• Process work permits applications, renewals and cancellations, Prepare work certificates, expatriate staff support etc.
• Ensure IUCN complies with all local labor laws and all staff are registered with the appropriate authorities;
• Oversee the payroll process in IUCN Tanzania Office

4. Logistic Support (including Motor Vehicles)
• Logistical support for projects including driving IUCN vehicles on various official errands; including town and out of town driving, picking and delivering supplies, documents, mail, staff and guests as may be assigned;
• Communicate effectively with staff and official guests on driving schedules and inform supervisor;
• Coordinate and manage vehicle logbook, maintenance and insurance of official vehicles;
• Transport of persons, goods and / or documents mainly within Dar es Salaam;
• Maintain log book of each vehicle belonging to the programme office;
• Organize meetings events such as workshops and Board meetings;