Office Administrator and Exchange Visits Coordinator 20 views0 applications

Position Summary: The office Administrator and IVEP Coordinator will oversee and coordinate MCC Mozambique program administrative activities at the Beira office. s/he ensures that administration function is delivered in time and support the technical team to improve efficiency of program delivery. The Administrator will be responsible for administration and finance support in collaboration with the Program accountant. s/he is expected to achieve timely and accurate reporting and provide seamless operational support to the MCC technical team. In parallel, s/he will oversee the implementation of the IVEP &YEMAN program in Mozambique. S/he will work under the supervision of the Country Representative.

Qualifications:

1. Commitment to MCC Mozambique’s values
2. Five+ years of experience in related work in administration and finance of an International NGO.
3. Experience working within the INGO environment necessary.
4. Bachelor’s degree in accounting, business administration, Finance, Social work, or similar qualifications.
5. Mozambican National

Required Skills, Knowledge, and Competencies:

1. Demonstrated ability to build relationships with a wide variety of people from diverse socio-economic, cultural, and religious backgrounds. Upholding core principles of diversity.
2. Strong written and oral communication skills in English and Portuguese.
3. Demonstrated competence to follow project budgets, cashflow and develop budget projections.
4. Initiative-taking, able to work alone to deadlines, multi-tasking, knows when to seek help.
5. Working knowledge of Microsoft Office programs including Word and Excel and exceptional knowledge of modern accounting packages or software.

   Supervision

   This position is supervised by and reports to the country Representative.

Key Duties:

• Provide inductions and capacity building support.
• Assist in organizing workshops and capacity building events for MCC partners,
• Assist the MCC Mozambique logistic officer with procurement activities for the country program in compliance with procurement policies and supporting partners in their procurement processes under the guidance of the MCC Mozambique Country Representative.
• Ensure smooth running of the MCC Mozambique offices by managing and monitoring office facilities and assigned support services to ensure their effective and efficient operation as well as maintenance; ensure the safety and service of equipment.
• Monitor and manage office supplies, including stationery and other consumables.
• Take custody of all office assets, including ensuring safety, managing insurance, tracking movements, regularly updating the Asset register, and performing spot checks.
• In collaboration with the logistics officer, ensure procurement procedures and authorisation procedures are followed.
• Prepare Purchase Requests, Purchase Orders, and Invoice Authorization Forms when required.
• Sort incoming supplier quotations, invoices, and payment requests.
• Code invoices and obtain authorization for payments.
• File all invoices, payments, and receipts.
• Coordinate arrangements for meetings, visits, workshops and conferences, related to programme.
• Arrange travel and accommodation, including providing travel advice to visitors.
• Maintain accurate filing of electronic and hard documents, including those related to human resources.
• Supervise cleaning and security staff in Chiang Mai office.
• Finance support
• Prepare and review invoices and supporting documents.
• Prepare travel and activity advances in collaboration with technical staff.
• Call for interest in IVEP and YEMEN program (participant,
• Preparing for hosting IVEP/ YEMEN beneficiaries and develop plan for their hosting.
• Participate in interviews IVEP/ YEMEN participants.
• Focal point of IVEP and YEMEN programsOther Duties:
• Take custody of all office assets, including ensuring safety, managing insurance, tracking movements, regularly updating the Asset register, and participating in spot checks and country program reviews.
• As Assigned by the Country representative.