Administrative & Logistics Officer

Duties

Administration & Logistics

• Planning for and managing logistics for Country meetings and other forums such as workshops and reflection/ learning events
• Plan for guest logistics: Transport, Accommodation, Scheduled meetings, entry and exit briefs, etc., Handle check in and out of guests from hotels
• Provide logistical support and back-up to in the planning of meetings and workshops
• Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis
• Preparation of perdiems, accommodations & conferences and other related travels
• Preparations of invitation letters for foreign visitors and Visas
• Verify physical inventory and stock by conducting spot checks periodically and investigating discrepancies
• Coordinating and supervising the WWF MCO front desk duties ensure the proper functioning of the office
• In coordination with the Administrative & Operations Officer Ensure proper allocation, maintenance and utilization of equipment and office furniture especially those in the common areas
• Act as the custodian of the Office keys, to ensure the office is opened on time and properly closed at the end of the work day, following the relevant requirements for office safety and security
• Ensure adequate stocks of key office materials are in place at all times, Maintaining supplies/logistics inventory and preparing requisitions for office supplies and equipment
• Managing a filing system for record control of key documents
• Follow-up on the recommendations of the internal/external auditors for Administrative issues

Support to staff

• Provide assistance to field offices to ensure compliance with Administrative and logistics procedures
• Providing information and guide staff on Logistic processes, procedures and requirements
• Conduct field visits to partners and WWF field offices ensure that the appropriate Administrative & logistics procedures were followed
• Work closed with the Senior Operations & Procurements Officer to plan and coordinate foreseeable duties
• Perform any other tasks requested by the supervisor

Requisites

Qualifications: Education/Knowledge/Technical Skills and Experience

• Advanced Diploma in Business Administration, a degree in any business related field and CIPS qualification will be an added advantage
• Knowledge of contract management, other key administrative related documentation and managing office administrative tasks
• Project management knowledge
• Excellent written and oral communication skills
• Fluency in English and Portuguese Languages
• 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

General Ability and Personality

• Working within tight deadlines
• Working both independently and in multidisciplinary teams, particularly in the implementation of cross-country activities and projects, and multi-donor programs
• Detail-oriented
• Impartial and Patient

Notes

• Only shortlisted applicants will be contacted
• Mission of the Department: Under the supervision of the Senior Operations & Procurement Officer, the Administrative & Logistics Officer should be:
• Responsible for leading and coordinating Administrative & Logistics services related activities, including coordination of transport, Preparations of Perdiems, reserves of accommodation & workshop facilities management, and Front Desk supervision
• Collaborating with WWF Mozambique staff and other team members to develop plans for transport and logistics
• Ensuring the implementation of the WWF Mozambique administrative and logistics policies
• WWF's Mission and Values: It is part of every staff member's terms of reference to contribute to WWF's mission:
• 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 behaviours, which are: Strive for Impact, Challenging and, Credible and Accountable, Persevering and Delivering Results
• Working Relationships:
• Internal: Interacts frequently with the Senior Operations & Procurement Officer and all staff at the Mozambique Country Office. Works closely with the Administration teams in various MCO offices
• External: Interacts with service providers, partners, relevant stakeholders and other WWF Offices
• O WWF incentiva a candidatura de Mulheres