Administrative Officer (m/f)

Description

• The Supply and Logistics Officer provides advise to senior management and technical support in procurement, fleet management, warehousing and property management to the country office and sub offices. The Officer will be exemplary in commitment to Oxfam Novib core values, upholding principles and policies
• Internal Job Grade - E1
• Reporting to - Project Coordinator or other senior manager Matrix relationship with - Project staff, Lead
• Staff reporting to this post - Nil
• Duration Contract - Fixed Term (Renewable)

Duties

Administrative Support - 60%

• Prepares, in the framework of the project cycle of Oxfam or requirements of the back donor, documentation and correspondence (such as approvals, contracts, letters of transfer, reminders and [standard] letters of rejection)
• Arranges and monitor the (administrative) processes of the programmes and externally funded projects, in line with Oxfam procedures and back donor requirements, to signal deviations within the different processes and remind the relevant staff members of this
• Manages and coordinate program/project visitors schedules, coordinating with the reception and relevant program staff
• Take minutes or actions of program/team meetings, circulates them on a timely manner
• Arranges meetings/workshops/events as required and prepare suitable documentation and material
• Liaises with the Office Manager for the acquisition and management of office consumables of the program/teams
• Provides administrative support during recruitment process. This includes such tasks as planning of interviews with selected candidates, following up confirmation of attendance with candidates, preparing interview venues, administering forms, booking medical examinations for staff, etc.

Document Generation & Procurement and Purchasing - 30%

• Ensures that logistics activity in Oxfam is carried out in accordance with the Oxfam Supply and Logistics manual, and in accordance with local laws and donor requirements
• Supports the overall team in achieving an on time and within budget delivery of requests without compromising quality and policy objectives
• Supports identification, evaluation and development of project supply plans and creates annual procurement plans
• Procures and ensure the continuous availability of needs for the smooth running of the Main office, project and field offices
• Sources or support in sourcing of goods and services, focusing on optimizing cost, quality and service delivery via efficient procurement planning and scheduling, inventory minimization and customer order fulfilment requirements
• Supports vendor selection processes and select top quality 3rd parties and partners based on predetermined criteria and set Oxfam standards
• Ensures that there is an approved requisition for all purchases with valid project/fund numbers dully filled out before any purchase is made; ensures assignment of unique Requisition number to each requisition and ensures proper registration into requisition tracking sheet
• Studies approved requisitions and raises any unclear issues with regards to specifications, delivery times with the respective requesting officers & partners
• Solicits for enough quotations according to Oxfam policies from reputable vendors using acceptable competitive bidding procedures, ensuring that all requests for bids are in writing and documented on file
• Prepares Purchase Orders (PO) for the successful bidder following approval of the bid analysis and makes sure that contracts, when needed, are properly signed and filed
• Ensures that PO’s and contracts are secured before purchases are actually made. Maintains close communication with the vendor/supplier to ensure prompt delivery and keep requesting officer informed on progress of procurement
• Ensures complete procurement documentations following receipt of goods and receipt of invoice
• Implement and document Oxfam Novib standard procedures and practices of purchasing, and promote accountability of resources
• Develops and maintains a supplier list for reference prices update periodically according to Oxfam policy and procedures
• Establishes and participates in procurement committees, ensuring that the process are smooth, timely and meet both internal and donor guidelines, giving advice and appropriate support
• Maintains a contract database, and ensures that blacklisted suppliers are not used by Oxfam
• Develops and maintains effective working relationship with suppliers
• Collects feedback from clients for improvements in Procurement operations
• Provides regular complete and accurate status reports on requests
• Works effectively with the agents involved in import and export to ensure compliance and speed on delivery, and stays abreast of changes in Import & Export procedures

Program Information System support, advice and capacity building - 20%

• Support the use SAP Program database, and provides training and support on the use of the system
• Support capacity development and training activities for partner and program staff
• Work with SAP on relevant data/information entering (Contracts with partners, confirmation of funds from partners and other related SAP assignments)

Requisites

• Degree in Administration or relevant qualifications
• Experience in similar position
• Customer and results orientation
• Knowledge of Oxfam in Mozambique programs system
• Knowledge of the partnership approach
• Knowledge of the rights of marginalized groups (Women, older people, LGBT, PLWHA, the disabled, and Children)
• Skills:
• Attention to detail
• Ability to multitask
• Organizational Skills
• Self-Organized
• Computer end user skills
• Management Information skills
• Communication skills

Benefits

• At Oxfam, we believe that every aspect of our work can lead to a positive outcome. If you have the same opinion, together with the ability to meet the challenges involved, this role offers scope for immense personal fulfilment – as well as outstanding opportunities to develop your career
• Oxfam is committed to providing a competitive compensation package based on a 40-hour work week

Notes

• Only shortlisted applicants will be contacted
• Indicate the source of this job post: emprego.co.mz
• All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks
• Oxfam is an equal opportunities employer; we are committed to ensuring diversity and gender equality within our organization

How to Apply

1. Documentation

• Cover Letter
• Curriculum Vitae

2. Application

• Send your Documentation to Vacancies@oxfam.org with the Subject line “Administrative Officer”