mothers2mothers (m2m) is an Africa-based NGO that unlocks the potential of women to eliminate paediatric AIDS and create healthy families across ten sub-Saharan African countries. m2m trains, employs, and helps empower women living with HIV to work as community healthcare workers in understaffed health centres and underserved communities. Through a peer-to-peer approach, these ‘Mentor Mothers’ deliver a range of health services, advice, and support to women and their families. Started in Cape Town, South Africa in 2001 with an initial focus on preventing mother-to-child transmission of HIV, m2m has innovated and built on its strengths and now provides family-centred support for a range of related health and social issues spanning pregnancy, birth, childhood, and adolescence. It also partners with governments and other NGOs on the adoption of its programme to spread the Mentor Mother Model and its benefits. m2m has a track record of scaling its services and proven impact. To date, m2m has reached over 11M women and children under two, and created more than 11,000 jobs for African women living with HIV. For more, visit www.m2m.org.
The Operations Officer is responsible for operational, human resources and administrative support to the m2m Angola programme. This includes the management of procurement, travel, vehicles, recording and reconciliation of all financial transactional data of the Country Office including reviewing and coding financial information; preparing and processing documents to disburse funds, making deposits; compiling and reviewing information for accuracy; maintaining records and HR process support, as well as administration tasks as assigned. This position is based in Luanda, Angola, and reports to the Country Finance Manager.
Key Performance Areas:
Purchasing and Navigator processing
- Enter all invoices into the accounting system and allocate them against purchase orders
- Coordinate and manage the process to setup new suppliers in the accounting system and dealing with supplier queries regarding payments
- Maintain and update supplier information and do relevant background checks and terrorist/debarment checks
Administration Support, travel, and asset management
- Provide logistics support to the programme staff on trainings/workshops
- Manage the filing system for all financial documentation
- Support with the retrieval of financial data during audits
- Manage travel and logistics support to the project team. Make hotel, transport, airline, and other bookings for domestic travel and provide support to m2m Travel Coordinator in arranging international travel
- Timeously submit travel requisitions and staff advance requests
- Ensure compliance with m2m policies
- Maintain the project inventory register
- Manages all Service Level Agreements that may be in place and any contracts between the suppliers and the organization
- Maintains good record keeping of key m2m finance and administrative documents; maintains audit trail of procurement, travel and training and development
Office Management/IT
- Responsible for maintenance of office space, including identifying potential office space, initiating service level agreements with contractors (security, utilities, etc).
- Ensures sufficient office supplies and that office equipment is in good working order
- Ensure set up of IT equipment for new staff
- Liaise with Head Office IT team for any IT requirements
- Other administrative duties, as assigned
Fleet Management
- Serve as Fleet Manager for Angola and ensure compliance with m2m vehicle management policy and procedure
- Manage monthly m2m vehicle plans
- Ensure maintenance and servicing of m2m vehicles including use and checking of vehicle logbooks
- Ensure verification and consolidation of monthly mileage claims
- Coordinate monthly reconciliation of petrol card statements
- Collect and monthly review vehicle tracker reports against logbooks and vehicle plans, ensuring appropriate use in line with organisational policies
- Ensure branding of all vehicles are up to date and in line with US government requirements.
- Present monthly to the Angola SMT on fuel consumption variances and vehicle usage per vehicle.
- Provide budget recommendations to the country finance manager on fleet related expenses.
HR Administration
- Support recruitment including placing advertisements, scheduling interviews, and issuing of employment contracts
- Implement and manage monthly employee information changes/updates for payroll on time and in an accurate and compliant manner.
- Serve as impersonator for site staff in ESS
- Ensure review and timely submission of timesheets from the team (site and office staff)
- Ensure all HR staff information changes are collated and submitted timeously for payroll purposes
- Ensure timely submission of all statutory deductions for Angola
Qualifications and Experience:
- Bachelor’s degree in finance, business, logistics or similar field
- 3-5 years’ experience in similar roles
- Experience working on NGO projects preferred and with PEPFAR funding strongly preferred
Competencies:
- Excellent organisational skills and attention to detail, structured and process-driven
- Excellent communication and interpersonal skills
- Ability to work independently and manage multiple competing priorities
- Sound critical thinking and problem solving skills
- Demonstrated experience using MS Office suite (Excel, Word, Power Point, Outlook)
- Fluent in Portuguese. Proficient in English, fluency preferred
- Valid driver’s licence
- Strong basic IT skills
More Information
- Job City Luanda
