System Administrator – Donsheng System

Position Overview

Hyroad International Africa Company Ltd is seeking a System Administrator to take complete ownership of the Donsheng system within the Operations / Administration function in Dar Es Salaam, Tanzania. The role reports to the Operations Manager and Finance Manager.

This position is responsible for overseeing all system-driven financial and operational transactions with a strong focus on accuracy, control, compliance, and smooth daily execution. It also includes support for payment processing, reporting, logistics coordination, and real-time communication with clients.

Role Authority

• May raise system transactions and payment requests within the approved limits assigned to the role.
• Must check that every entry is correct before it is sent for approval.
• Serves as the main controller of system data related to operations and payments.

Key Responsibilities

• Oversee the Donsheng platform for all operational and financial activities end to end.
• Make sure every system entry is complete, correctly categorized, and accurate to 100%.
• Track workflow in the system and confirm that each transaction follows the proper sequence.
• Spot errors or mismatches quickly and resolve them without delay.
• Raise, monitor, and follow up on client payments, supplier payments, and operating expenses.
• Ensure each payment request has complete supporting documents that have been checked and verified.
• Work with Finance on approvals, reconciliations, and prompt payment execution.
• Keep transaction records organized and ready for audit review.
• Support daily logistics and clearing activities by keeping system records updated correctly.
• Coordinate with the Operations team so shipment and service updates reflect current status in real time.
• Help remove bottlenecks by tracking operational issues and following up until they are closed.
• Prepare and refresh daily, weekly, and monthly operational and financial reports.
• Produce system-based management reports that support decision-making.
• Ensure reports are submitted on time and match company quality standards.
• Maintain both digital and physical filing for all records generated through the system.
• Share updates with clients through WeChat groups and other communication channels in a clear, professional way.
• Send reports, payment progress updates, and shipment status updates promptly.
• Respond quickly and effectively to client questions about transactions and operations.
• Follow company policies and financial procedures for every system transaction.
• Protect confidential financial, operational, and client information at all times.
• Help strengthen internal controls by avoiding errors, duplicate entries, and unauthorized transactions.
• Support internal and external audits by providing accurate system records.
• Look for ways to improve how the system is used and recommend better processes.
• Support automation and streamlining of reporting and transaction workflows.
• Contribute to ongoing improvements in administrative and operational procedures.
• Provide general administrative support to the Operations and Administration teams.
• Help coordinate across departments to keep work moving smoothly.
• Carry out any other duties assigned by management.

Performance Indicators

• 100% error-free system entries.
• Payments initiated and followed up in a timely manner.
• Daily and periodic reports delivered on schedule.
• No missing or unverified documentation.
• Consistent and timely client communication.
• Full compliance with company procedures and controls.

Qualifications and Experience

• Diploma or degree in Business Administration, Logistics, Finance, or a related discipline.
• At least 1 to 3 years of experience in logistics, operations, or system-based roles.
• Experience handling payments or financial coordination will be an added benefit.

Skills and Competencies

• Strong computer skills, including Excel, reporting tools, and system-based operations.
• Excellent attention to detail and a high level of accuracy.
• Good organization and record management abilities.
• Strong verbal and written communication skills.
• Interpersonal skills for working with clients, suppliers, and internal teams.
• Ability to manage multiple tasks and perform well under pressure.
• Analytical thinking and problem-solving ability.

Added Advantages

• Exposure to logistics or clearing and forwarding operations.
• Experience working with Chinese systems or international teams.
• Basic understanding of finance processes and supporting documentation.

Working Relationships

• Internal: Operations, Finance, and Administration departments.
• External: Clients, suppliers, and service providers.

Ideal Candidate Profile

The right candidate will be dependable, highly organized, and detail-focused, with the ability to manage financial transactions and operational coordination efficiently. Professional client communication and consistent adherence to company procedures are essential.