Administration and Logistics Officer

Description

• Diakonie Katastrophenhilfe (DKH) (www.diakonie-katastrophenhilfe.de) is the humanitarian aid agency for Protestant churches in Germany, headquartered in Berlin. It has regional offices in Asia, Africa and Latin America, as well as national offices in its priority countries, which are responsible for coordinating aid programs. The operational model proposed by Diakonie Katastrophenhilfe is structured around the implementation of projects exclusively through a network of local partner organizations
• In Mozambique, Diakonie Katastrophenhilfe has been implementing humanitarian projects for more than 20 years with local partner organizations and is in the process of establishing a Mission in Mozambique to support operations in Southern Africa. The projects in Southern Africa are currently implemented in Mozambique, Madagascar, Malawi and Zimbabwe, with projects mostly applying a multisectoral approach, including WASH and epidemic prevention, food security/nutrition, shelter/NFI and protection activities
• All the employees of the Diakonie Katastrophenhilfe must adhere to, respect and undertake to apply within the framework of their functions the standards of the Diakonie Katastrophenhilfe, the code of conduct of the International Red Cross and Red Crescent Movement and those humanitarian NGOs
• The Administration and Logistics Officer will report to and assist the DKH Head of Mission in Mozambique. As Administration and Logistics Officer you will organize and coordinate administration duties and logistics/office procedures and lead in creating and maintaining a pleasant work environment, and ensuring high levels of organizational effectiveness, communication and office safety. The Administration and Logistics Officer will manage the front desk, and – as such – is the initial point of contact for all employees and visitors. The Administration and Logistics Officer ensures that the administrative and logistics activities within the office run smoothly on a daily basis

Duties

• Representation of the DKH towards local authorities, other aid stakeholders, upon request of the DKH Head of Mission in Mozambique
• Managing the office petty cash, reconcile and replenish regularly
• Assisting with coordinating procurements (preparing Purchase Request and requesting for quotations)
• Responsible for update of Human Resource documentation and files
• Coordinating with IT provider on all office equipment and IT related issues
• Responsible for application of work permits and dependents passes of expatriate staff, including ensuring together with the Finance and Compliance Manager the all statutory procedures are adhered to
• Managing contracts and price negotiations with office vendors and service providers
• Performing general duties to include, but not limited to: photocopying, mailing, binding and filing; screening telephone calls, handling enquiries, receiving all visitors and provide general support
• Maintaining hard copy and electronic filing system of all project documentations in accordance with DKH Mozambique Mission policies and regulations
• Scheduling meetings and appointments within the office and ensure appropriate communication, prepare boardroom and data projector for meetings; prepare beverages and lunch for meetings
• Maintaining the office condition and arranging necessary repairs
• Setting-up conference calls, booking and reserving conference rooms
• Preparing agendas, name tags and attendance registers for meetings and workshops
• Overseeing the office cleaner responsibilities and ensure that the office is kept clean at all times and ensure office orderliness and professional appearance
• Ensuring that after hours/special holiday messages are recorded, retrieved, and communicated to the relevant people where needed
• Receiving and send program documents, track shipment, confirm receipt and forward to the relevant person
• Maintaining an up-to-date contact list for the program, both internal and external contacts
• Take minutes at team meetings and ensure that proper record keeping is taking place and maintained
• Addressing employees’ queries regarding office management issues (e.g. stationery)
• Tracking the utilization of office consumables, and order consumables when needed
• Liaising with facility management vendors, including catering and security services
• Planning in-house or off-site activities, like parties and celebrations
• Maintaining basic administrative tracker logs (i.e. kitchen items, stationery and etc.)
• Ordering business cards for all employees
• Office space management and ensuring the building meets Fire, Health and Safety requirements
• Taking direction from and liaise with DKH Mozambique Mission Security Focal Point

Requisites

• A minimum of a matric certificate or national diploma in office administration, secretary, business administration or related field
• A minimum of five (5) years’ experience as a receptionist or office administrator in general office management, procurement and administration required
• Ability to communicate effectively
• Ability to work independently or as part of a team on multiple tasks in a high intensity environment
• Strong individual initiative, including the ability to manage daily activities and achieve expected results with minimal oversight
• Excellent computer skills (Word, Excel, PowerPoint, and Outlook)
• Strong organizational and planning skills required; and
• A creative mind with an ability to suggest improvements
• A complete appreciation of the value of cooperation, both internationally and in a team environment
• Understanding of DKHs vision and mission and a commitment to its goals and values
• Written and verbal fluency in English and Portuguese

Notes

• We are an equal opportunity employer, we encourage women to apply
• Applications are considered throughout the publication period. Diakonie Katastrophenhilfe reserves the right to close a recruitment before the deadline for the advertisement. Only the selected candidates will be contacted. Thank you for your understanding