FHI 360, Harare, Zimbabwe
Closing Date for Applications:
The Administrative Officer will support the smooth operation of the organization’s facilities, procurement, inventory, fleet, security and travel management. He/she will be responsible for effective utilization of organizational resources in achieving the above stated deliverables.
Duties and responsibilities:
- Support the Finance and Operations department to plan, organize and oversee the multi- functional provisions of procurement, logistical, security and administrative support to FHI 360 Zimbabwe.
- Assist on sourcing strategies that support corporate and field objectives, providing FHI 360 competitive advantage in the areas of materials, supplies, security and services management.
- Maintain a schedule of upkeep, rehabilitation and maintenance of the entire FHI facility, including the physical building structure, all mechanical, electrical, and related equipment in accordance with energy conservation and preventive maintenance programs.
- Ensure the maintenance and tracking of inventory/stock of all office equipment, and expatriate household equipment during relocation.
- Supervision of all petty cash requests for Country Office
- Manage travel arrangements for Provincial and District staffs and other participants
- Supports the planning, coordination and allocation of office space in consultation with relevant parties.
- Ensures appropriate tagging of office equipment, furniture and fittings.
- Supervise and manage Receptionist and or Administrative Assistants
- Perform other relevant duties as assigned.
Knowledge, Skills & Attributes:
- Proven proactive skills in identifying cost savings, cost avoidance and efficiency opportunities.
- Ability to develop effective work plan and priorities in order to meet business objectives.
- Demonstrated expertise in building effective relationship with key internal customers and other key stakeholders.
- Demonstrated knowledge in pricing, contracts negotiations, conflict resolutions, policies and procedures.
- Good analytical, numerical and mature problem-solving skills.
- Ability to adapt easily to changing needs and patterns of work.
- Excellent report writing and documentation skills.
- Advanced proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint, Pastel, AccPac, Quick Books or any Accounting Software
- Ability to manage and work under pressure with minimal supervision.
- Good team player, positive attitude, flexible mind, comfortable in working in multi- cultural settings.
- Strong sense of ethics, integrity, credibility, and respect of diversity.
- Ability to communicate effectively with staff and management with diplomacy and firmness.
- Ability to travel a minimum of 25%.
Qualifications and Requirements:
- BS/BA in Business Administration, Accounting, Finance or related field and a minimum of 3 years’ relevant experience in operations, procurement, maintenance, and/or administration of facilities/fleet management.
- Or Completed ACCA, CIMA, ICSA, SAA, IAC, HND or any other relevant professional qualification with a minimum of 3 years post qualification is required.
- Familiarity with donor-funded procurement rules and regulations (particularly experience with USAID procurement regulations) is required.