ADMIN MANAGER

ABOUT TATU PROJECT

TATU Project is a non-profit organization that facilitates an equal and sustainable development for the rural community of Msitu Wa Tembo and Londoto in Northern Tanzania. We address community needs and build effective solutions through active collaboration with members of Msitu wa Tembo, Londoto and relevant stakeholders.

One major principle of our organization is to work directly with the members of the community and create the projects with a long-term vision and sustainable structure. In shaping the project, one must value local knowledge, listen to the community's vision and develop the idea together with the population. The job and environment imply polyvalence and flexibility.

1. Job Description

The Admin Manager will work closely with the Management in the administration and management of the organization.

The Admin Manager will be responsible for managing the Administration branch of the NGO, including Human Resources, Filing and Accounting, in collaboration with the Management and the Board of Directors. The Admin Manager will also collaborate with the Fundraising and Communication branch to support communication tasks, namely the quarterly newsletter and social media.

The Admin Manager will be responsible for ensuring operational and administrative processes are in place and are followed for all administrative tasks. The Admin manager will also be responsible to ensure that social media and the quarterly newsletter are published on time.

Key Responsibilities

1. Accounting

• Responsible for handling all accounting procedures, processes and management in the organization including:
• Keeping track of all expenses, updating the excel accounting system of the NGO on a regular basis and ensuring all records match actual expenses and cash counts on a monthly basis.
• Keeping track of our budget, track our fundraising income and compare with projections and expenses in order to inform the CEO on any major discrepancy or other unexpected outcomes.
• Handling project cash count and cash transfers according to budget, ledger entries and managing HQA cash box, collect and file receipts
• Handling banking withdrawals, online banking and omitting or adding signatories. Collaborate with banks and track fees to ensure the NGO is paying its normal dues. Collect monthly bank statements.
• Paying and recording salaries and stipends on time
• Paying tax and collecting tax receipts from accountant, ensure compliance with al legal requirements
• Checking projects accounting and compile them for the overview accounting on a monthly basis
• Advise other team members on proper accounting recording and train any new team members and volunteers on accounting rules and processes.

1. HR

• Responsible for all HR activities of the organization including but not limited to:
  • Updating and creating HR Policy & Contracts, ensure legal compliance
  • HR Calendar & recruitment; Work with BoD with HR plan, Create job profiles/descriptions in collaboration with Management. Keeping track of the recruitment process and coordinating with other relevant team members to ensure the recruitment process is moving forward.
  • Develop new partnerships with universities to recruit interns and keep trac
  • Communicate and conduct written and skype interviews with relevant project Managers/coordinators
  • Managing volunteer contracts, ensuring communication with relevant team members on objectives, plan inductions, and volunteer contributions
  • Assist international staff in visa processing including contacting the immigration and ministries responsible in case of internship.
  • Support in organizing team or any other special events and tracking familia time schedules
  • Induction of new staff and volunteers on HR policy and processes, and more generally the NGO culture

1. Filing

• Responsible for administration tasks of the organization including:
• Ensure all files and folders are up to date with correct information in collaboration with Management and relevant Managers.
• Ensure all admin files are up to date, in the Google Drive and physically on a monthly basis
• Maintain admin email inbox.
• Collect letters from the postal office and payment of the box fees.
• Assist the house manager in house management when possible
• Create, Prepare and conduct staff development training program

1. Communication

• Responsible for Social Media and quarterly Newsletter, in collaboration with the Fundraising and Communication Manager
• Regularly visit project with Project Managers to document, take pictures and collect content for our social media and other relevant communication needs
• Create communication material and maintain social media portals (Instagram, Facebook) to continuously engage supporters, donors and friends of the organization and develop meaningful connections.
• Coordinate the team in contributing quality content to the newsletter, compile the material following our template, and publish it quarterly.

1. Selection Criteria

It is essential for you to have:

• University Degree and/or professional experience in: Accounting, Administration or Human Resources.
• Proven time management and organizational skills
• Computer skills across MS office, Google Suite, and Excel are essential
• Innovative and analytical thinker, with an ability to find solutions to complex problems
• A fluent level of English written and oral
• A fluent level of Swahili
• Experience as an administrative officer or in a related field.
• Ability to write clearly
• Attention to details and ability to follow processes
• Ability to work independently and with a team, collaborative spirit

It is desirable for you to have:

• A good of grasp of Accounting, administration and/or human resources skills
• Ability to work on own initiative and work to deadlines.
• Sensitive and responsive to core values gender equity and culture, within the communication of the NGO.
• Experience with international non-profits Organisations.

1. Conditions

• Starting base Salary of 900,000 Tanzanian Shillings.
• Monthly stipend for communication and work-related transport costs will be provided by the NGO.
• 60% of the Health Insurance will be covered by the NGO.
• You will be entitled to 20 working days of annual leave, excluding the NGO’s annual break of 2 calendar weeks at the end of the year.
• Working hours are 9AM to 5PM, Monday to Friday
• Flexibility is required for any special event or activities
• Availability: As soon as possible

1. How to apply

Please send your CV and cover letter to recruitments@tatuproject.org with the subject line “Admin Manager Application” before 5pm, June 25th 2025

Thank you and good luck!