| JOB NAME |
Administrative Assistant - SAMIM [Mozambique]
POSTED BY: Southern African Development Community-Development Finance Resource Centre (SADC - DFRC)
REF:SADC 21
Date Published:09 August 2023
Date of Expiration:05 February 2024
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| LOCATION OF THIS JOB |
 Mozambique | MOZAMBIQUE in Mozambique |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Contract |
| MAIN JOB DESCRIPTION |
Work Level Junior
Job Type Contract
Salary 31,937.00 - 38,373.00
Duration 9 - 12 Months
EE Position No
Location Mozambique
Reference Number SADCL006
DESCRIPTION
PRIMARY PURPOSE OF THE JOB
1. Assist in all matters relating to formulation and implementation of administrative procedures and regulations in accordance with the SADC rules and guidelines
2. Supervise the work of a team working underneath this position
Management of Institutional Assets
1. Custodian of Assets for the Centre
2. Prepare and update Physical Inventory lists
3. Record all Asset movements
4. Provide adequate security systems for all the assets
5. Register all Purchases and Disposals
6. Secure all building against emergency like fire
7. Preparation of Asset Replacement Schedules and monitoring of asset usability
Maintenance of Assets
1. Carry out revaluation exercise for building and other Assets
2. Maintain database for Assets
3. Insure all Assets according to categories and risks
4. Identifying of service providers for repairs and maintenance of Assets
5. Provide adequate fuelling for motor vehicles
6. Maintain records usage of all assets
7. Ensure compliance to SADC rules on Asset related issues
Management and Procurement of Goods and Services, Clearance, Importation and Customs issues
1. Collect information on requirement for Goods and services
2. Compile requirements from all sections
3. Collect quotations for the Goods/services required
4. Raising of Requests for Quotation
5. Provide services for evaluation team
6. Provide secretarial services for the tender committee
7. Raise Local Purchase Orders for purchase
8. Prepare note verbal for imported Goods for Vat exception
9. Clear Goods according to statutory requirements
10. Keep database for suppliers list
Management of Conference and Logistics
1. Preparation of meeting place according to Calendar of events
2. Arrange for Accommodation and other logistics
3. Arrange for transportation of Visitors
4. Arrange insurance issues for visitors
5. Attend to Visitors problems
6. Make flight bookings
7. Arrange for Visas
8. Consult with the Ministry of foreign Affairs over Visitors issues
9. Arrange for Interpretation and Translation in the three SADC languages
Supervision
1. Prepare work plan, schedule work, allocate and delegate tasks to subordinates
2. Supervise the subordinates and their work, and appraise their job
Performance
1. Provide advice and guidance as and when required to subordinates
2. Provide quality services as per service level agreements
3. Consult on any staff related issues
4. Provide inputs to the annual budget estimation for the unit
5. Prepare regular progress reports as and when required
6. Undertake any other duties as delegated
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| REQUIREMENTS FOR THIS JOB |
QUALIFICATIONS AND EXPERIENCE
Education
At least a Degree in Business, Administration or related field from a recognised institution
Specialised Knowledge
1. Knowledge with office administration processes, policies, principles and practices
2. Proficient in the use of computers and computer software relevant to the position
Experience
At least 5-7 years of work experience in office administration
Skills Requirements
1. Communication and presentation skills
2. Interpersonal skills
3. Mentoring and coaching skills
4. Networking and relationship building skills
5. Organisational skills (planning, time management, work prioritisation)
6. Research, analytical and problem-solving skills
7. Supervisory skills
Competency Requirements
1. Apply interpersonal styles/methods to develop and motivate staff
2. Capable of maintaining quality whilst working under pressure and adhering to deadlines
3. Capacity to motivate and influence people positively and creates a climate where people want to do their best
4. Compliance with rules, regulations, processes and procedures
5. Conceptual and practical thinking
6. Customer focused
7. Demonstrate ability to work independently and without much close supervision
8. Flexible and adaptable to change
9. Maintain confidentiality and respectful of sensitive situations
10. Methodical and organised, with a high level of attention to details
11. Professionalism and adherence to good work ethics (integrity, dependability, punctuality, etc.)
12. Willingness to learn and improve on a continual basis
13. Resilience and personal drive, self-motivation
14. Results and performance driven
15. Team player
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