Recruitment Description/ Key Accountabilities

Qualifications and Skills

Office management

• Receiving visitors, greeting them in person or by telephone; answering or directing enquiries.
• Ensuring a clean, hygienic, dust-free and organised office environment.
• Managing the maintenance of all equipment and repairing office equipment;
• Managing orders and physical correspondence;
• Managing activities and logistics in the field offices
• Managing the printing of material such as brochures
• Managing cleaning and security staff;

Travel and logistics

• Coordinating the logistics of high-priority visitor trips, including taxis, flights and accommodation
• Providing administrative and travel support to the management team
• Helping to plan and organise events and team meetings, including choosing venues and ordering food
• Liaise with the field manager and draw up a weekly travel plan for the field teams
• Liaising with the subcontracted vehicle hire company and ensuring that transport is available in the field where necessary (fuel and toll)
• Ensure that the subcontracted guards are deployed on time.
• Applying the December holiday closure protocol and carrying out occasional security checks.

Purchasing and inventory management

• Drawing up budgets for monthly office supplies and purchase orders.
• Keeping a stock record of all office supplies and the internal inventory in the field.
• In consultation with the manager, carry out all repairs and maintenance of office and staff equipment
• Carry out an assessment of field and office equipment and make recommendations for replacement of office equipment and inventory.
• Receiving and distributing equipment to staff and ensuring that it is recognised
• Remit miscellaneous payments to suppliers and staff as required and submit all invoices over the cash limit to the Procurement Manager for approval and processing.
• Keeping a petty cash register and accounting for all expenditure
• Maintaining relations with suppliers
• Participate in the verification of physical assets at the end of the year and prepare a report on the assets.

Desired qualifications:

• Exceptional organisational skills and attention to detail
• Proficiency in MS Excel and Word
• Integrity and Honesty
• Strong ownership and ability to work autonomously
• Fluency in Portuguese and English
• Diploma in business management may be an advantage
• Previous experience in office administration an advantage

Gross monthly salary : 56,880.00 MT