Administrative and Operations Support

Position title: Administrative and Operations Support

Reports to: Regional Finance Manager and the Regional Human Resources and Compliance Manager

Geographic Scope: Tanzania

Duty Station: Tabora, Tanzania

About Panthera Corporation

Panthera is the only organization in the world that is devoted exclusively to the conservation of the world’s 40 wild cat species and their ecosystems. Utilizing the expertise of the world’s premier cat biologists, Panthera develops and implements global strategies for the most imperiled species. Representing the most comprehensive effort of its kind, Panthera partners with local and international NGOs, scientific institutions, local communities, governments around the globe, and citizens who want to help ensure a future for wild cats. Panthera Corporation consists of Panthera Corporation- USA and several foreign legal entities and foreign branch offices. For more on Panthera, visit www.panthera.org.

Overview

The Administrative and Operations Support will assist with specific day-to-day administrative duties relating to financial, human resources and operational functions of Panthera in Tanzania.

The role will liaise with our Finance and Human Resources team at the Southern and East Africa Regional Hub, ensuring documentation and processes are up-to-date and in line with Panthera policies and donor requirements.

Responsibilities & duties

Financial Administration

• Manage all administrative aspects related to the local bank account.
• Populate and coordinate submission of monthly local entity reports (based on bank statements) for the Tanzania entity.
• Prepare payment requests with all necessary supporting documentation in line with internal procedures; including submitting of invoices and expense reports in Panthera’s expense reporting system.
• Based on fully approved payment requests, populate a weekly payables list, and provide supporting documentation for processing and authorisation.
• Coordinate local payments and transfers, including regular disbursements to TAWA and service providers, ensuring accurate invoicing, receipts, and reconciliations.
• Perform first line auditing of employee cash advance reports and local entity bank reports to ensure internal/external auditing compliance is adhered to
• Liaise with Panthera’s Regional Finance team to ensure financial transactions are properly recorded and documented, to ensure adherence to both Tanzanian legal standards and donor obligations.
• Support procurement planning and ensure compliance with Panthera’s internal procurement policies and donor requirements.
• Assist the Regional Hub for the the preparation and timely submission of financial documentation for required external audits, donor, and statutory reporting.

Human Resource Administration & Compliance

• Maintain well-organised general administrative and personnel records in accordance with Panthera Regional Hub’s guidelines and audit requirements.
• Work closely with Regional Human Resources and Compliance Manager to ensure compliance with local labour legislation and HR auditing requirements within country.
• Coordinate with the Regional Human Resources and Compliance Manager, to assist with recruitment when required, drafting employee and consultancy/service contracts when required, on boarding, time keeping, leave management, and other in country HR related administrative tasks.
• Support the implementation of regional and country specific and regional Human Resource policies and procedures.
• Working closely with the Regional Human Resources and Compliance Manager, engage with relevant authorities and service providers in country when required, in order to ensure compliance with Tanzanian NGO regulation and other relevant in country legislation.
• Collate all entity related documentation and ensure any changes to the entity are documented accordingly.

Operations

• Support operations on the ground which includes, but is not limited to procurement of fuel, rations and equipment.
• Ensure that all project equipment, including vehicles are regularly maintained and kept in good working condition.
• Where necessary, attend and assist with training events and workshops.
• Participate in regular internal project meetings.
• Engage with external stakeholders as and when required.

Qualifications, experience and personality traits

• Degree or diploma in Business Administration, Public Administration, Project Management, or a related field.
• Qualification in Human Resources within country will be advantageous
• At least 3 years of experience in an administrative or operations role, ideally in the NGO sector.
• Familiarity with Tanzanian NGO regulations, HR processes, and procurement standards.
• Strong organisational skills and attention to detail.
• Proven ability to coordinate effectively with external service providers.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Fluency in English and Kiswahili.