Administrative & Operations Officer

Description

Duties

Administration & Operations

• Insurance administration for motor vehicles and other fixed assets in liaison with the Insurance firms
• Ensure the properly Fleet Managing, logbooks use, maintenance, and fuel consumption records
• Verify physical inventory and stock by conducting spot checks periodically and investigating discrepancies
• Maintain an up to date and accurate asset register
• Oversee maintenance of assets, equipment and machines as needed such as office generator, water supply, electrical installations, gardening, security and sewerage systems
• Coordinate timely disposal of old and obsolete office equipment and assets, as per guidelines on disposal
• Maintain proper record keeping in regard to billings, service contracts and ensure that queries/anomalies are dealt with
• Ensure compliance with all safety and health procedures and requirements
• Fixed assets, Stores and Inventory management: Under the supervision of the Senior Operations & Procurement Officer, ensure that all fixed assets and inventories are maintained in accordance with the required policies and that all registers are up to date. Maintain a database of assets,
• Managing a filing system for record control of key documents
• Liaise with the landlord to ensure that routine repairs and painting are done in accordance with the rental agreement
• Providing information and guide staff on administrative processes, procedures and requirements
• Provide assistance to field offices to ensure compliance with administrative procedures
• Verify compliance with the terms of the contract and the terms of payment, post the documents needed for payment (demand, supply, purchase order or contract, codification of the budget lines, score sheet, approval products expected…), prior to submission for payment
• Preparations of requisition payments for all the request
• Follow-up on the recommendations of the internal/external auditors for administrative issues
• Supervise and manage the drivers

Support to staff

• Provide assistance to field offices to ensure compliance with administrative procedures
• Conduct field visits to partners and WWF field offices ensure that the appropriate administrative procedures were followed
• Follow-up on the recommendations of the internal/external auditors for administrative issues
• Ensure the update of administrative policies and procedures within WWF Mozambique based on updates as well as changes in the laws and regulations in force in Mozambique
• Perform any other tasks requested by the supervisor

Requisites

• Bachelor’s degree in any business related field with a specialization in Operations and CIPS qualification will be an added advantage
• Knowledge of contract management, drafting contracts and other key operations related documentation and managing office administrative tasks
• Project management knowledge
• Good computer skills (Word, Excel, PowerPoint, etc.)
• At least 5 years progressive relevant on job experience, preferably in a busy NGO setting/Donor funded project
• Excellent interpersonal skills with the ability to develop and maintain strong cross-cultural professional relationships
• High degree of accountability
• Excellent organisational and coordination skills
• Team player with strong interpersonal skills
• High level of professionalism, maturity and integrity when dealing with sensitive information and issues
• Willingness to adhere and commit to WWF’s values
• Required Behavioural Skills:
• Strong business acumen and proven drive for result
• Excellent advisory skills with high work standard and ability to promote tam synergy in a multi-cultural work environment
• Excellent interpersonal skills (tact, diplomacy, discretion and impartiality) are essential for this position;
• Strong team-player ability to in virtual teams
• Ability to work and communicate effectively with a broad spectrum of individual within a broad range of environments, especially in the African context
• High level of good organizational and administrative skills with and ability to work well under pressure
• Must be committed to equal opportunity employment policies
• Adheres to WWFꞌs values, which are: Integrity, Courage, Respect and Collaboration

Notes

• Only shortlisted applicants will be contacted
• WWF’s Mission is to stop the degradation of the planet’s natural environment and to build a future in which humans live in harmony with nature, by:
• Conserving the world’s biological diversity
• Ensuring that the use of renewable natural resources is sustainable
• Reducing pollution and wasteful consumption
• It is also part of every staff member’s terms of reference to embody WWF’s behaviors, which are: Strive for Impact, Challenging and, Credible and Accountable, Persevering and Delivering Results
• Internal: Interacts frequently with the Senior Operation & Procurement Officer and all staff at the Mozambique Country Office. Works closely with the Administration teams in various MCO offices
• External: _ Interacts with donors, Embassies, National Government institutions, Non-Governmental Organizations, relevant stakeholders, suppliers & other WWF Offices