Administrative Officer

Description

• Johanniter-Unfall-Hilfe e.V. is a German non-governmental organization, dedicated to excellence in the field of first aid, ambulance service, social service programs and other projects in the medical and social field. The Federal Headquarters (HQ) are based in Berlin, Germany. Johanniter International Assistance is the operational unit for humanitarian aid, development co-operation and emergency relief, implementing and supporting projects in Health, Nutrition, WASH as well as Food Security & Income Generation world-wide. (www.thejohanniter.org)
• The Administrative Officer is a National staff position within Johanniter International Assistance in Mozambique. The overall objective of the position is to support high quality Administrative Management for the Johanniter country office in Mozambique, ensuring quality is in line with internal Johanniter, donor and stakeholder standards, and to support Johanniter’s partner organizations with the same

Duties

• Support program and operations teams administrative duties
• Develop monthly and weekly schedule for staff field movements
• Confirm that all administrative expenses (utilities, telephone, internet etc.) are done through the respective procurement policies and set of required paperwork
• Prepare monthly time sheet for cleaners
• Assist with management of overtime register and presence books
• Manage office supplies
• Attend and receive phone calls to Mozambique office
• Keep and update tracking sheet for all running contracts
• Scheduling and coordinating appointments and meetings for staff and those for stake holders
• Preparing meeting minutes, meeting notes and internal support materials
• Support with local, regional and international travel arrangements
• Support with small office and programmatic purchases
• Organizing external as well as in-house events
• Establish and maintain a manual and electronic filing/record keeping system for easy storage and retrieval of documents
• Track outgoing and incoming correspondences by registering them and attributing numbers
• Train staff members and other stakeholders on safeguarding
• Contribute to a motivated, effective and organized working environment
• Scanning documents
• Notarize documents
• Support with office building and office equipment maintenance

Requisites

• Professional Qualification and Experience:
• Essential:
• Degree in business administration, Management or any other related field
• At least 3 years of work experience in a similar position
• Desirable:
• Knowledge of humanitarian principles, core humanitarian standards
• Skills:
• High proficiency in and Portuguese (written and spoken)
• Working proficiency in English (written and spoken)
• High-level knowledge and practice with Word, Excel, Outlook, etc.
• Good writing skills
• Strong social skills, effective and result oriented style of work
• Independent and team player
• Ambitious to learn and grow professionally
• Structured work mode
• Committed to the humanitarian principles, gender equality and social inclusion
• Willing and able to work in a multi-cultural team
• Ability to work under pressure and in changing environments and to adapt to the complex and stressful working conditions of the area of operations

Notes

• Only shortlisted applicants will be contacted
• Johanniter is an equal opportunity employer. We encourage applications from women and people with physical disabilities
• Please note: This Job Description is dynamic and can be adjusted. The employee is obliged, apart from the above-cited tasks, to fulfil - on demand by his/her supervisor – other tasks that belong by its character to his/her post or are necessary due to operational needs
• It is Johanniter’s responsibility to create an environment built on integrity, respect and accounta-bility, in which all staff and volunteers are comfortable to work and feel safe. We have a zero tol-erance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behaviour and to report infringements that could potentially harm those in our organisation’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected