Elizabeth Glaser Pediatric Aids Foundation recrute un responsable administratif et logistique, Maputo, Mozambique

Elizabeth Glaser Pediatric Aids Foundation recrute un responsable administratif et logistique, Maputo, Mozambique

 

 

Title : Administration and Logistics Manager

Location : Maputo

Reports To : Associate Director of Operations

Direct Reports :  Logisticians, Drivers, Guards, Secretary/Receptionist

Classification :   Full-time

“Sometimes in life there is that moment when it’s possible to make a change for the better.

This is one of those moments.”

 

Elizabeth Glaser :

The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and AIDS, working in 16 countries and at over 5,000 sites around the world to prevent the transmission of HIV to children, and to help those already infected. Today, because of the highly successful work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a growing global staff of over 3,100 — nine of 10 who work in the field—the Foundation’s global mission is to implement prevention, care, and treatment; further advance innovative research; and to execute strategic and targeted global advocacy activities  to bring dramatic change to the lives of millions of women, children, and families worldwide.

 

Job Summary :

Responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.

To administer the Maputo office, oversee essential administrative activities and procedures at the EGPAF Maputo, and to support and build the capacity of the Field Office Administrative and Logistics staff.

With the Procurement, create filing systems and manage the document trail in a transparent manner to avoid compliance shortfalls and audit findings.

Job Responsibilities :

General :

• Assign and monitor clerical, administrative, logistics and secretarial responsibilities and tasks among office staff ;
• Allocate available resources to enable successful task performance ;
• Co-ordinate office staff activities to ensure maximum efficiency ;
• Evaluate and manage staff performance ;
• Recruit and select office and administration staff ;
• Organize orientation and training of new staff members ;
• Coach, mentor and discipline office and administration staff ;
• design and implement filing systems ;
• Ensure filing systems are maintained and current ;
• Establish and monitor procedures for record keeping ;
• Ensure security, integrity and confidentiality of data ;
• Design and implement office policies and procedures ;
• Oversee adherence to office policies and procedures ;
• Analyze and monitor internal processes ;
• Implement procedural and policy changes to improve operational efficiency ;
• Prepare operational reports and schedules to ensure efficiency ;
• Co-ordinate schedules, appointments and bookings ;
• Monitor and maintain office supplies inventory ;
• Review and approve office supply acquisitions ;
• Handle customer inquiries and complaints ;
• Manage internal staff relations ;
• Maintain a safe and secure working environment.

Administration :

• Organize and coordinate trainings in Maputo ;
• Responsible for administration files ;
• Organize and assist with international travel arrangements (visas, perdiem, visit letters, accommodation, guidelines, transport, work materials, etc) ;
• Organize and keep up-to-date EGPAF physical and electronic files (policies, forms, procedures, etc.) ;
• Ensure that staff with a right to credit is paid in a timely manner ;
• Ensuring the effective cleaning inside and outside the Foundation’s facilities (fumigation, waxing, vacuuming of chairs, blinds, nets, office decoration, etc.) ;
• Ensure that staff are trained in first aid in coordination with logistics and HR ;
• Responsible for the renewing of the Activity Exercise License required by MINEC ;
• Ensure submission of reports on Foundation activities for the competent public institutions ;
• Manage key vendor relationships with local hotels, Travel Agency, Security companies and telephone companies ;
• Manage EGPAF Master Calendar and update accordingly.

 Reception :

• Ensure good relationship between the Foundation and the public in person, over the phone, and through e-mails when interacting with or visiting the Maputo Office ;
• Ensure Maputo Office Access Procedures are followed at all times ;
• Guarantee availability of useful information to visitors including developing the guidelines when necessary ;
• Ensure smooth functioning of the attendance services at the reception ;
• Control the daily delivery of the newspaper (Noticias and Savana) ;
• Ensure timely payment of bills for water, telephone, energy, health insurance, travel Agency, worker’s insurance, security and office income (elaborate payment control map).

Mail & parcel : Administer incoming and outgoing documents and parcel courier through DHL, Portador Diário, EMS and others

Secretarial Duties :

• Update EGPAF Mozambique Staff Contact list on a monthly basis and disseminate to All Staff ;
• Organization and preparation of meetings of SMT, Ops, All Staff ;
• Elaboration of letters, translations and other documents ;
• Assistance to SMT members ;
• Participation in the organization of events as staff retreats, social events, Foundation festivities, etc.

  Property and Equipment Management :

• Oversee the use and maintenance of the office equipment including the photocopier, fax, binding machine to ensure that they are in working order and arrange for their repair and maintenance as needed ;
• Oversee proper running of utilities for the building such as electricity water and proper function of telephone lines ;
• Manage safety and security of the building and assets ;
• Work with Landlord, Landlord’s Property Management Firm, and Repairmen to maintain and fix office as needed ;
• Contract maintenance of all office equipment: Ensure that all office equipment and work space properly maintained and serviced.

Asset Management :

• Ensure that all EGPAF assets are properly recorded and updated in the EGPAF Inventory Management tool ;
• Ensure that all assets within EGPAF Offices and donated to Facilities are tagged and allocated an Asset Number as recorded in the Inventory/Asset Register tool ;
• Maintain and update stock inventory records and location of Medical Equipment’s and Supplies donated to health facilities ;
• Manage training supplies and the basement storage room with medical supplies ;
• In collaboration with program staff, develop distribution plan of medical equipment and supplies for health facilities and work with operations team to ensure that these reach the facilities ;
• Undertake ad hoc visits to Facilities to verify availability of Assets Donated to Facilities ;
• Prepare and submit monthly report.

Drivers / Vehicle Management (fleet management) :

• Vehicle maintenance: Ensure that all foundation vehicles are properly maintained and logbooks are daily recorded ;
• Provide logbook and fuel records for proper consumption analysis on a monthly basis ;
• Maintain/update Drivers’ travel Advance and Expense Register ;
• Maintain/update Personnel Activity Report (PAR) for Drivers, Day Guard, and Office Assistants, secretaries, logisticians, etc. ;
• Maintain/Update fuel monitoring Register for vehicles ;
• Coordinate activities of Drivers and use of Maputo Office vehicles in accordance with the needs of the Maputo Office and its staff ;
• Systems (cartrack, etc) management ;
• Provides high-level fleet management advice, including optimal scheduling, documented analytical reports on vehicle utilization records, fuel consumption reports and overall schedule for all vehicles ;
• Establishes and maintains the required reporting system and ensures the timely maintenance and repair of vehicles ;
• Oversee the maintenance of vehicles: ensures that all vehicles of the Foundation are properly maintained and that the record books are recorded daily ;
• Oversees and ensures proper insurance of foundation vehicles ;
• Monthly fuel control sheets for all offices (Maputo, Gaza and Inhambane).

Field Support :

• Liaise with Field Admin/log Staff to ensure standard Admin policies and procedures are implemented in each office ;
• Conduct Trainings and Meetings with Admin/log Staff to build capacity and understanding of Admin activities ;
• Conduct visits to Field Offices to assist with implementation of Admin activities and build capacity and understanding of the staff.

Other duties as assigned :

• Assess Admin policies and procedures on an on-going basis to identify and propose new policies or changes as needed, in addition to monitoring the implementation of existing Admin policies to ensure they are being properly adhered to ;
• Act as a Foundation Secretary for EGPAF Mozambique and ensure timely filing of Annual returns with Business Registration and Legal Authority ;
• Develop and implement security policies for protection of personnel and property and reinforce security protocols ;
• Manage Business Continuity Plan for the Maputo Office and support field offices in completing the plan for each field office ;
• Contribute, monitor and control office administration budgets for contracts, equipment, and office supplies ;
• Coordinate and oversee the office inventory management and insurances including relevant by laws permits and licenses as may be required ;
• Ensuring smooth running of the country office regarding all Foundation administrative activities ;
• Provides logistical support to the EGPAF Program as needed ;
• Manage disposal of all goods and equipment in accordance with the regulations of the EGPAF and the United States Government ;
• Ensures proper inventory and control reports for all EGPAF assets and equipment ;
• Oversee that the inventory system is up to date (for Maputo and delegations) ;
• Works with expatriate staff to identify and catalog equipment and furniture that has been purchased with EGPAF resources ;
• Identifies, forms, and coordinates Property Management activities in each office ;
• Manage all relationships with suppliers and services ;
• Manage the best method of transporting the purchase item to destination ;
• Coordinate distribution of equipment, supplies and furniture to the health facilities, follow up on the usage of distributed items and maintain proper records ;
• Handle correspondences concerning the logistic process ;
• Perform additional duties as assigned by the Line Manager ;
• Ensure backups for all Admin positions are identified, trained, and in place in the event of any extended absence in the Admin department.

Supervisory :

• Supervises Drivers ;
• Supervises motorcyclists ;
• Supervises Office Assistants ;
• Supervises Guards ;
• Supervises Secretary/Receptionist ;
• Supervises Logistics Officer  ;
• Supervises any other logistics staff.

 

Required Qualifications :

Education & Experience :

• Educational background relevant to fulfillment of the duties and responsibilities as described above (as degree in Accounting, Logistics, Administration, MBA, or other degree required) ;
• 3-5 years of experience as an Office Manager/Administrator ;
• Previous experience in working with international NGO’s is required ;
• Strong interpersonal skills ;
• High quality written & oral communication ability ;
• Strong supervisory skills and able to work with little supervision ;
• Strong computer literacy ;
• Fluent reading, writing, and speaking in both Portuguese and English ;
• Strong multi-tasking abilities including reporting and flexibility to change;
• Strong cultural awareness and sensitivity  ;
• Knowledge of accounting, data and administrative management practices and procedures ;
• Knowledge of clerical practices and procedures ;
• Knowledge of human resources management practices and procedures ;
• Knowledge of business and management principles ;
• Computer skills and knowledge of office software packages (Excel, word, PP, etc) ;
• Able to work under pressure ;
• Able to work without supervision ;
• Able to adapt to multicultural environments ;
• Ethical and responsible ;
• Communication skills ;
• Problem analysis and assessment ;
• Judgment and problem solving ;
• Decision making ;
• Planning and organizing ;
• Work and time management ;
• Attention to detail and high level of accuracy ;
• Delegation of authority and responsibility ;
• Information gathering and monitoring.

 

Competencies :

The Foundation expects all employees to possess the fundamental competencies of interpersonal skills, communication, accountability, continual learning, and driving results. The ideal candidate will either be proficient or advanced in the following set of competencies, specific to this position’s level of Manager :

• Developing Others – Developing others is a person’s ability to perform and contribute to the organization by providing ongoing feedback and by providing opportunities to learn through formal and informal methods ;
• Managing Conflict – Managing conflict is a person’s ability to encourage creative tension and differences of opinions. He/she will anticipate and take steps to prevent counter-productive confrontations while resolving conflicts and disagreements in a constructive manner ;
• Managing People – Managing people is a person’s ability to build and manage workforce based on organization goals, budget, considerations, and staff needs. He/she will ensure that employees are appropriately recruited, selected, appraised, and rewarded. He/she will also manage a multi-cultural workforce and a variety of workforce situations ;
• Team Building – Team building is a person’s ability to inspire and foster team commitment, spirit, pride, and trust. He/she also facilitates cooperation and motivates team members to accomplish group goals ;
• Customer Service – Customer service is a person’s ability to anticipate and meet the needs of internal and external customers while delivering high-quality products and services and being committed to continuous improvement ;
• Decisiveness – Decisiveness is a person’s ability to make well-informed, effective, and timely decisions, even when data is limited or solutions produce unpleasant consequences. He/she will also perceive the impact and implications of decisions.

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, EGPAF complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

Apply here