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22 Mar
2023
Full-time Operations Officer
Descrição da Vaga
International NGO Safety Organisation (INSO) is recruiting an Operations Officer for Maputo.
Purpose of Role:
- Acting as the primary assistant to the Operations Manager (OM), the Operations Officer will support in carrying out INSO operations including (but not limited to) HR, logistics, procurement, admin tasks, and functions. The position will as part of the Operations team.
Main Responsibilities:
Administration:
- Manage travel arrangements, including staff air tickets, transport, and accommodation for business purposes;
- Support the organization of team events (meetings, workshops, etc.);
- Maintains a central filing system for required documents and forms;
- Support the development and systematic management of internal policies and their implementation across INSO operations;
- Organize and process purchase requests, quotations, purchase orders, and goods received notes and submit to finance for payment;
- Help conduct compliance checks, donor due diligence, and other regulatory responsibilities;
- Fulfill other administrative functions as required;
- Organize flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling;
- Have good working relationship with flight partners such as UNHAS and local travel agents for Commercial Flights;
- Ensure all invoices are sent on time for payment from our flight partners.
Human Resource:
- Assist with long-term and short-term recruitment needs for INSO;
- Ensure all staff files are maintained in the processo individual;
- Ensure all trackers and databases are up-to-date and readily available for management information;
- Assist with the identification, selection, recruitment, training, and orientation of new staff member;
- Support with Cezanne where needed;
- Ensure timesheets are up to date monthly.
Logistics & Procurement:
- Assist supervisor in procurement activities, in collaboration with Operations and Program teams;
- Ensure the procurement process is as per the SOPs, with proper documentation supporting all the purchases;
- Assist with identification of suitable vendors, collection of price quotes, documentation of procurement process, and management of electronic and paper procurement files;
- Responsible for circulating RFQs, preparing bid analysis, and issuing purchase orders;
- Coordinate all logistical arrangements for project-related events, workshops, seminars, and other training activities;
- Responsible for managing & preparing service level agreements for the smooth running of project activities;
- Help manage and administer office resources, including office space, assets including laptops, other related office systems and equipment;
- Maintain and update CO inventory list as per INSO requirements and submit quarterly reports;
- Ensure all assets are tagged and keep record of movement of assets;
- Ensure physical verification is done on a bi-annual basis;
- Monitoring of vehicle movement through vehicle log sheet.
Requirements:
Essential:
- A Degree in Business Administration, Supply chain, HR, Logistics, or relevant field;
- Excellent English and local language skills, both written and verbal;
- Minimum 5 years of relevant work experience, preferably with NGOs;
- Proficient in Microsoft Office tools;
- Attention to detail and ability to multitask.
Nice to Have:
- Other language skills like French, or native both written and verbal;
- Open-mindedness and self-confidence;
- Acceptance and understanding of humanitarian principles;
- Strong ethics, with ability to manage confidential data;
- High degree of autonomy.
Personal Attributes:
- Confidentiality, integrity, and a sense of conflict-of-interest prevention;
- Self-motivation, courtesy, and humility;
- Team spirit and good management of interpersonal relationships;
- Know how to plan and organize your work;
- Be flexible, dynamic, know how to propose initiatives;
- Be able to work under pressure;
- Effective communicator;
- Capacity to work in multicultural environments.
INSO’s Safeguarding Policy:
- INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process.
Terms and Conditions:
- 12 months renewable contract subject to funding and performance. Salary based on INSO grading scale.
How to Apply?
Please submit completed applications to jobs@moz.ngosafety.org and reference Operations Officer in the subject line. Applications should be in English and include:
An updated CV (maximum 3 pages).
A one-page cover letter detailing why you are interested in working for INSO and how your
qualifications align with the competencies required for the role.
Please do not send any additional information. Only short-listed candidates will be contacted
DATA LIMITE DE CANDIDATURA: 4 de Abril de 2023.
Indique A fonte da vaga na sua candidatura.
Please do not send any additional information (such as copies of certificates, copies of diplomas, other writing samples, etc.) and keep the total size of your application under 2MB if possible. Only shortlisted candidates will be contacted.