Procurement and Administration Officer – Arusha
Reference Number: HTZ PrAO-01/2026 (01)
Location: Arusha, Tanzania (Country Office)
Hand in Hand Eastern Africa Tanzania is inviting applications for the position of Procurement and Administration Officer. The organization is seeking a qualified and motivated professional to coordinate procurement activities and provide administrative support to ensure efficient delivery of services across the organization.
About Hand in Hand Eastern Africa – Tanzania
Hand in Hand Eastern Africa – Tanzania (HIHEA TZ) is a non-governmental organization registered in Tanzania in 2018. The organization is part of the global Hand in Hand Network, which focuses on empowering communities through enterprise development and job creation.
HIHEA TZ supports communities, particularly women, by promoting sustainable businesses that improve income, food security, education, healthcare, housing, and overall livelihoods.
The organization currently operates in several regions, including:
- Moshi
- Arusha
- Manyara
- Dodoma
- Singida
- Meatu
Through a participatory self-help approach, the organization provides training, mentorship, and support to help individuals living in poverty establish independent, market-based enterprises.
Job Summary
The Procurement and Administration Officer will coordinate procurement processes and provide administrative support to ensure efficient operations within the organization. The role focuses on ensuring compliance with procurement procedures while supporting daily administrative functions at the Country Office.
Key Duties and Responsibilities
Procurement Responsibilities
The successful candidate will be responsible for:
- Supporting Heads of Functions, Supervisors, and Branches in implementing effective procurement processes.
- Requesting quotations from suppliers according to HIHEA TZ procurement procedures and policies.
- Maintaining procurement records, purchase details, and supplier information in the ERP system.
- Reviewing and analyzing vendor options, supply alternatives, and pricing structures.
- Negotiating favorable terms and pricing with suppliers.
- Maintaining and updating supplier databases including qualifications, delivery timelines, and performance records.
- Coordinating receipt and verification of supplies to ensure conformity with purchase orders.
- Building and maintaining strong relationships with suppliers, vendors, and service providers.
- Conducting procurement, tendering, and bidding processes within the organization.
- Facilitating vendor pre-qualification processes.
- Updating procurement databases and ensuring procurement committees receive relevant information.
- Following up on supplier payments in accordance with established procedures.
- Communicating procurement outcomes to unsuccessful bidders.
- Monitoring supplier compliance with quality standards and contractual obligations.
- Evaluating contracts to ensure performance standards are met.
- Coordinating procurement meetings and preparing official minutes.
Administration Responsibilities
The role also includes administrative support duties such as:
- Handling incoming and outgoing mail and distributing correspondence to relevant departments.
- Performing receptionist duties including receiving visitors, answering calls, and directing inquiries.
- Maintaining vehicle movement logs and coordinating vehicle bookings for official activities.
- Arranging fuel replenishment and vehicle allocation for scheduled operations.
- Booking accommodation for staff traveling to the Arusha Country Office.
- Supporting the coordination of corporate events and staff welfare activities.
- Maintaining updated mailing lists for service providers and stakeholders.
- Processing requisitions for administrative department needs.
- Coordinating office rental arrangements and procurement of office furniture and equipment.
Qualifications and Requirements
Education
Applicants should possess:
- A Bachelor’s Degree in one of the following fields:
- Business Administration and Management
- Procurement and Supply Chain Management
- Logistics
- Human Resource Management
- Public Administration
- Any related field
Professional Training
Additional training in the following areas will be considered an advantage:
- Procurement practices
- Business administration and management
- Public administration
Work Experience
Candidates must have:
- At least one year of experience in a similar procurement or administrative role.
Required Skills and Competencies
Applicants should demonstrate:
- Knowledge of Tanzania labour laws, including disciplinary and grievance procedures.
- Strong interpersonal skills and ability to work with diverse teams.
- Commitment to delivering high-quality services.
- Excellent organizational, planning, and problem-solving abilities.
- Proficiency in Microsoft Office applications, internet, and email.
- Strong analytical skills and attention to detail.
- Ability to multitask and work effectively in a fast-paced environment.
- Excellent communication and report-writing skills.
- Fluency in both English and Kiswahili.
- High level of integrity and professionalism.
How to Apply
Qualified and interested candidates should submit:
- A Cover Letter
- A Curriculum Vitae (CV)
Both documents should be combined into one PDF file and sent via email to: [email protected]
Applicants must clearly indicate the position title and reference number in the application.
Application Deadline: 08 March 2026
Only shortlisted candidates will be contacted. Female candidates are strongly encouraged to apply.
Additional Information
Website: http://handinhandea.or.tz/
Postal Address: PO Box 7152, Arusha, Tanzania
Telephone: +255 27 254 7559
Equal Opportunity Statement
Hand in Hand Eastern Africa – Tanzania is an equal opportunity employer. The organization does not charge any application or recruitment fees at any stage of the hiring process.
