Administration Officer

PSI – Population Services International

PSI/Mozambique is recruiting a Administration Officer, to be based in Maputo, Mozambique

  • PSI/Mozambique is looking for dynamic and highly experienced candidates for the position of Administration Officer
  • The ideal candidate, based in Maputo and working under direct supervision of the Senior Manager of Support Services, will be responsible for taking care of the organization´s external and internal events, reception are and public image, travel planning and control, document management and filling system, and property and asset management
  • Organize reception area and activities, public appearance and image, supervise and coordinate task assignment for office assistants, drivers, guards and gardeners
  • Organize and coordinate booking of venues, background equipment and materials, catering and minutes for internal & external events as needed
  • Oversee all incoming and outgoing mail (including dispatch or receipt of national and international shipment by DHL, Sky Net, etc.)
  • Oversee handling of all incoming and outgoing telephone calls, maintain telephone systems, and provide support to field offices in phone etiquette and best practices
  • Oversee personal use of cell phones, cell phone subsidies, and provide periodic analytical reports of telephone use as needed
  • Execute regular physical counts of assets; oversee asset review and disposal process, asset replacement plan, and asset tracking and reporting
  • Oversee travel agencies liaison, flight booking, advice on all travel policies and procedures, oversee per diem policies and procedures
  • Manage network of pre-approved accommodation providers, make accommodations arrangements for staff and visitors, coordinate airport pick-up and drop-off as needed
  • Ensure landlord liaison, property and insurance management, and maintain electronic and physical files as needed
  • Oversee and enforce document management (including standard forms and templates) according to internal policies and procedures
  • Manage the procurement of business cards, translation services, office items, and other small products and services within pre-defined terms and conditions from pre-qualified vendors
  • Maintain all relevant protocols, procedures and policies for administration area, and handle field requests within established authority levels
  • Over three years’ experience in administration, including asset and property management
  • High level of computer skills (ability to use MS Office and other relevant reporting software)
  • Familiarity with national and international safety and security policies for workplaces
  • Ability to work effectively in team or partnership with a variety of audiences
  • Excellent writing, presentation and interpersonal communication skills preferred
  • Well organized, strong attention to detail, and ability to multitask
  • Fluency or strong working knowledge of oral and written Portuguese and English
  • Business administration degree, management background or equivalent experience
  • Only short listed applicants will be contacted
  • Special preference will be given to candidates with demonstrated ability to manage assets and property
  • Use correct Portuguese and English grammar, punctuation and spelling, with analytical and negotiation skills; Innovative and strategic thinker

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