Administrative Officer (m/f)

Description

• Oxfam is a global movement of people working together to end the injustice of poverty. For our Country Office in Maputo we are looking for an Administrative Officer
• Contract duration: 12 months, Fixed Term

Duties

Provide administrative support

• Prepare, in the framework of the project cycle of Oxfam Novib or requirements of the back donor, documentation and correspondence (such as approvals, contracts, letters of transfer, reminders and [standard] letters of rejection)
• Arrange and monitor the (administrative) processes of the programmes and externally funded projects, in line with Oxfam Novib procedures and back donor requirements; to signal deviations within the different processes and remind the relevant staff members of this
• Manage and coordinate program/ project visitors schedules, coordinating with the reception and relevant program staff
• Take minutes or actions of program meetings, circulates them
• Arrange meetings/ workshops/ events as required and prepare suitable documentation and material
• Liaise with the office manager for the acquisition and management of office consumables of the program
• Provides administrative support during recruitment process of the Programme team. 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

Document generation & management

• Manage key strategic documents, ensuring confidentiality is maintained as required
• Maintain effective program filing, archiving and record keeping systems, both paper and electronic as per Oxfam procedures
• Under the direction of the Program Manager or Coordinator, undertake information gathering to support programme delivery, capturing and compiling records of research and/or studies carried out by Oxfam and/or partners
• Deal with and draft responses to internal and external correspondence, on behalf of program staff as appropriate
• Follow up on report schedules (internally and with partners)
• Provide a central knowledge repository of Oxfam’s work in Mozambique
• Write, process and file correspondence, reports and other materials, as the MIS requires

Requisites

• Degree in Administration or relevant qualification
• Experience in similar position
• Knowledge of Oxfam in Mozambique’s programs and systems can be an advantage
• Fluent in Portuguese, a good command of English (writing and verbal)
• Attention to detail
• Ability to multitask
• Self-organised
• Computer user skills
• Interpersonal skills
• Communication skills

Notes

• Only shortlisted applicants will be contacted