Rehema Mageni
Dar es Salaam
Overview
3
3
years of professional experience
Work History
Operations Associate
PATH Tanzania
03.2017
- Arrange and manage high level project meetings for members of the project team with Tanzanian government officials, collaborating NGOs, and other Tanzanian stakeholders
- Coordinate arrangements for conferences, workshops, meetings, and other events, including liaising with procurement and addressing equipment needs, catering, travel arrangements, hotel suggestions, taxicabs, and other necessary details for staff, guests, and project consultants
- Responsible with the procurement of office equipment and other asset inventories
- Ensuring office supplies are maintained includes checking inventory and working with vendors to always ensure an adequate level of necessary supplies
- Develop detailed budget for specific activities using the existing forms / formats and prepare expense reports for the activities ready for review and approval by relevant authorities
- Setting up and maintaining an asset register
- Ensure all service contracts are valid and maintained
- Maintain project calendars and travel schedules and coordinate with Seattle-based Administrative Associate on international travel and meetings
- Schedule and assist with team meetings, including making all arrangements for rooms and equipment, compiling, and organizing relevant background materials, preparing agendas, drafting meeting minutes, and monitoring follow-up activities
- Assist with completion of administrative forms as required, including travel expenses, procurement request forms, check requests, meal conference forms, etc
- Ensure service providers are well supported in processing payments as per their contracts with the organization
- Payment preparation and documentation and liaise with finance team concerning payment
- Ensure that all personal files are complete, confidential, and kept up to date according to the HR FILE AUDIT checklist and monthly update given
- Provide support in recruitment and selection procedures including drafting adverts of vacancies, receiving, and replying to applications, preparing applications for short-listing, and taking part/support in the interview process, offer letters, chasing references & preparations of Contracts after Completion of receipt of all required documents, give interview feedback to all candidates invited for face-to-face interviews
- Support onboarding of new hires by preparing orientation schedules and communicate to relevant managers
- Keep all HR databases (leave planner, organization chart, Staff list, dependents list & Recruitment planner & organizational recruitment planner) up-to-date and reviewed on monthly basis-provide report of the same on monthly basis
- Support hiring managers in ensuring tracking of new staff probation period is done timely
- Auditing support by ensuring that relevant HR docs are provided to auditors timely and that the same are returned to their original place in confidentiality way
- Administer the Staff Health and Life Insurance scheme in close collaboration with the relevant Brokers and Service Provider.
Operations Assistant (PHIA Project)
ICAP Tanzania
03.2016 - 02.2017
- Responsible with the procurement of all office consumables and materials and ensure that they are delivered in a timely manner in the appropriate site
- Organize and schedule meetings and teleconferences, prepare agendas, notes taking, compile and organize relevant materials make arrangements and troubleshoot audio/visual connections and facilitate post-meeting follow up
- Coordinate logistics for local and international conferences, workshops, meetings, and other events
- Prepare, distribute, and proofread reports, presentations, and other project materials
- Coordinate the production of proposals, reports, presentations, abstracts, journal articles and other documents assist with graphics, tables, and reproducing, binding and assembling, coordinating external and internal reviews
- Create and maintain appropriate records management systems including filling systems
- Maintain and process all administration payment requests including water bills, LUKU, DHL, Air tickets, Taxi and Hotel bills
- Organize and report office maintenance and repair works
- Prepare budgets for the workshops and meetings in the organization
- Managing the staff leave balance database
- Assist the orientation of new staff with the collaboration with the HR team
- Ensuring staff are registered to a statutory body (Pension Fund), and issuance of cards to the registered staff
- Ensuring all staff have complete the medical insurance forms, and approved insurance forms are submitted to the insurer.
Human Resources Assistant
Save the Children International
01.2014 - 02.2016
- Ensuring that all staff personal files are complete, confidential, and kept up to date also ensure they are well arranged in chronological order for easy retrievals
- Keep all HR databases (leave planner, organization chart, staff list, dependent list & recruitment planner) up-to-date and reviewed on monthly basis and provide report of the same on monthly basis
- Providing assistance during staff meetings and workshop arrangements at the office and outside the office ensuring that all necessary requirements are in place
- Ensuring that service providers are well supported in processing payments as per their contracts with the organization
- Closely monitoring on the dates of insurance covers for national staff (Group life Assurance Cover, Group Personal Accident Cover, Medical Cover and Business All Risk) Ensuring that all staff have completed the applications form for medical insurance correctly and submitted to the insurer and updating them in case of a change on the staff list
- Management of international staff issues such as preparing immigration documents for work permit applications, making follow-ups at Regional Administrative Secretary Office and Public Service Management and facilitating endorsement
- Drafting vacancy adverts to be placed on newspapers and share with HR manager for review then share with all staff as required
- Short listing applications and provide support in the interview process
- Prepare induction schedules and communicate to relevant managers
- Also ensure that all new staff have been oriented as per the induction schedule
- Prepare contracts and offer letters for staff, interns and consultants and ensure on-time payments of the consultants
- Ensuring all staff are registered to a statutory body (Pension Fund) and issuing registered staff with registration cards.
Education
Masters of Public Administration -
Mzumbe University Dar es Salaam Campus
01.2015
Bachelor of Mass Communication -
Tumaini University Dar es salaam college
01.2011
Skills
- Workload prioritization
- Logistical Planning
- Interpersonal and written communication
- Team support
- Documentation and Recordkeeping
- Calendar Management
References
- Daudi Mkoma, Former HR Manager (Save the Children), +251913303302, MkomaD@africa-union.org
- Elisante Kishimbo, Operations Lead, PATH - TANZANIA, P.O BOX 13600, Dar es salaam, +255 747 533512, ekishimbo@path.org
- Peter Mkiramweni, Operations Coordinator, ICAP, +255 784 261 377, pm@cumc.edu
Timeline
Operations Associate
PATH Tanzania
03.2017
Operations Assistant (PHIA Project)
ICAP Tanzania
03.2016 - 02.2017
Human Resources Assistant
Save the Children International
01.2014 - 02.2016
Masters of Public Administration -
Mzumbe University Dar es Salaam Campus
Bachelor of Mass Communication -
Tumaini University Dar es salaam college
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