Senior Administrative Coordinator

Bioversity International

Arusha, Tanzania

Experience: Above 10 Years

Skill Required: HR and Admin

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT)  is seeking to recruit a  Country office Administrator.

The Country Office Administrator will have the responsibility of providing overall administrative and finance support to the on-going projects of The Alliance in Tanzania. Country Office Administrator will work very closely with project leaders individual project scientists in managing all general administrative issues of the office and field activities of on-going projects in Tanzania. He/she will also work closely with the HR, Finance and Operations staff in the Regional office. The Senior Administrative Coordinator position reports to the Country Representative – Tanzania  and  Regional Business Operations and Finance.
Main Duties and Responsibilities
 Project & Office Administration:

  • Provide on-site support to researchers in the preparation of proposal budgets and maintain a database of all project activities in Tanzania.
  • Lead the procurement process – identifying, evaluating, and recommending potential suppliers/service providers and management of active supplier contracts.
  • Oversee Fleet Management and take a lead in office vehicle acquisitions, registration, and disposals.
  • Provide oversight over the travel and conferences function by managing relationships with the service providers and ensuring adherence to travel authorization process for project staff and collaborators.
  • Coordinate the security function for staff, hosted institutions, premises and assets.

Monitor Host Country Compliance & the Alliance Policies & Procedures compliance:

  • Manage and monitor agreements pertaining to CIAT and Government of Tanzania institutional relations and prompt the Country Representative on expiry of agreements and/or any change of regulations
  • Follow up on renewal and management of hosting and other general partner agreements
  • Oversee Human Resource arrangements and ensure regular dissemination/education on policies and procedures; implement and monitor adherence to CIAT policies and country labor laws
  • Coordinate tax/duty exemption applications from the Government where applicable, ensuring compliance with duty/tax regulations in line with host country agreement
  • Continuously monitor relevant government laws and regulations in the country (labor, tax, levies, hosting, etc.) and keep management updated

Finance/Accounting and Internal Control Systems Management:

  • Ensure sufficient internal control systems are in place, ensuring proper segregation of duties and internal checks
  • Review payments, confirm budget availability before payments are approved and ensure proper controls in accordance with grant agreement
  • Ensure compliance to the CIAT monthly accounts closing chronogram, timely submission of reconciliations and other accounting reports
  • Ensure timely accounting analysis, reporting and adjustments of staff accounts and supplier accounts
  • Ensure sufficient internal controls are in place for all the project seed stores

Treasury Management:

  • Maintain good working relationships with the CIAT official banks and follow-up regularly to ensure sustainable tariffs.
  • Cross-check approved/signed online payments on the online banking platform and before sending to bank for final processing.
  • Ensure efficient cashflow management ensuring adequate funds securing uninterrupted office and project operations.

Facilitation of Audit:

  • Coordinate station audit processes in liaison with the Finance Manager by continuously monitoring documentation and processes.
  • Ensure the implementation of audit recommendations and report to the Finance Manager for any material query that is likely to affect audit opinion.

Payroll management and tax compliance oversight:

  • Supervise the monthly payroll process and ensure tax compliance and documentation of monthly statutory deductions in the Tanzania office is in place.