Senior Assistant – Administrative and Coordination

About IRRI

Job Purpose

Under the closer supervision of IRRI’s Country Support Service Manager – Mozambique, provide day-to-day secretarial and administrative support to all activities related to administration, including procurement, travel, insurance, assets, and events management support. Respond to visitors and effectively communicate with both external and internal stakeholders to provide a timely and smooth flow of information. Monitor and process all administrative requests following internal procedures and ensure timely consolidation and reporting.

This position will be based in Maputo, Mozambique, and may only be filled by permanent citizens of Mozambique.

Roles and Responsibilities

• Provide day-to-day administrative support to all activities
• Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.
• Receive incoming mail and invoices and direct them to the appropriate services
• Photocopy and scan documents
• Keep track of basic office supplies by maintaining inventory and assisting to order new/additional basic office supplies as needed
• Assist travel and other logistical arrangements for all employees, including IRRI Representative Mozambique, IRRI staff, incoming and outgoing visitors and collaborators – including ticketing, passport administrative clearances and visa processing, cash advances, accommodation and transport requirements
• Handle all procurement and ensure purchasing procedures and approvals are followed and documentation complete
• Manage tagging, reporting and inventory of all IRRI assets in all of Mozambique’s sites
• Manage all the contracts under the office responsibility, making sure that the documentation and financial obligations are met
• Prepare managerial reports of all administrative processes
• Respond to visitors and effectively communicate with both external and internal stakeholders to provide a timely and smooth flow of information
• Coordinate logistics for trainings, meetings, workshops, and conferences inside and outside IRRI and respond to inquiries requiring a general understanding of procurement, and logistics policies and procedure
• Provide logistical support for events (e.g. workshops, seminars, training) assisting with travel/accommodation arrangements and preparation of budget
• Manage and maintain office assets (annual physical inventories, disposal and/or transfer of resources) and ensure proper procurement stewardship to deliver value for money and sustainable day to day operations
• Responsible for IT needs and functions to ensure operational continuity including the creation, maintenance, and timely updating of a database or filing system for easy storage and retrieval of data and information as appropriate
• Prepare and process documents of staff for visa applications and stay permits

Qualifications

• Bachelor’s degree in Business Administration, Management or related field with 3 years of relevant work experience
• Experience in administrative management, procurement and contracts
  management, asset, and knowledge in managerial reporting is an added value

Skills Required

Mandatory

• Advanced knowledge of MS Office (Word, Excel, PowerPoint)
• Good oral and written communication skills, communicates the status of work regularly and in a timely manner
• Must be scrupulously honest and always foster an atmosphere of trust and integrity.
• Ability to perform fast, efficiently and maintain discretion and confidentiality

Preferred

• Good interpersonal skills
• Good organizational skills

IRRI offers a highly extensive employee benefits package inclusive of globally-covered medical insurance, retirement plan, life and accident insurance and other allowances.

Join our team and be part of our story!

Please note that only shortlisted candidates will be contacted.
This position will remain open until filled.