Office Assistant at EngenderHealth

Requisition No: VN076

Job Summary

• The Administrative and Procurement Assistant is responsible to maintain the office clean and suitable for use and provide assistance to the office staff to ensure smooth functioning of the office environment.
• In addition, the staff is expected to provide refreshments to office staff members and ensure the working condition of assigned equipment and machinery.
• The Administrative and Procurement Assistant will be responsible for overall procurement activities ensure compliance with procurements policy and procedures, tracking procurement of goods through the procurement cycle, maintaining procurement records and vendors' files. 

Essential Functions
Administrative:

• Will be the first to arrive at the office and ensure the cleaning services accomplish all cleaning and dusting prior to staff arrival to the office. Will also ensure that the cleaning services perform regular office especially before, during, and, immediately after meetings.
• Responsible to keep EngenderHealth Inc. Mozambique office items – furniture, equipment, the office, etc. clean, hygienic, and in a usable way.
• Responsible for refreshment servings during meetings, and for official guests visiting the office during working hours.
• Maintains and cleans all equipment.
• Reports any equipment/furniture maintenance needs to the Administrative, Finance, and Procurement Manager.
• Keeps updated records of refreshments and cleaning supplies (tea/coffee, sugar, toiletries, water, etc.).
• Makes sure enough stock of refreshment and cleaning supplies are on hand, and requests/procure new supplies in a timely manner.
• Responsible for photocopying and duplication of documents as requested by office staff. and binding of documents.
• Carries float files from one office to another.
• Mans the reception, attends to visitors and is responsible for responding to the office telephone.
• Serve as a courier for any assigned task both within EngenderHealth and to partner organizations.
• Assist in the packing of materials for dispatch.
• Supervises the cleaning and security services.
• Performs other related tasks as assigned by supervisor.

Procurement:

• Assist in the identification of vendors and maintain all procurement records.
• Conduct market research for each type of procurement and maintain a database of vendors and items commonly needed by the project.
• Assist in drafting RFQ; prepare and collect all required documentation for all planned procurement.
• Initiate and carry out procurement activities in a timely manner.
• Track goods (equipment) procured.
• Create and maintain inventory list -- conduct regular inventory management, tracking and reporting all project-related supplies and equipment as specified by the Finance Manager.
• Prepare and issue purchase orders, Process payments for vendors, and verify that invoices are consistent with purchases orders.
• Ensure that all procurement activities are in compliance with EngenderHealth policy and procedures and donor guidelines.

Requirements
Education, Experience & Certifications:

• Ordinary National Diploma from recognized school or institution.
• Minimum of two (2) years in related areas and experienc with NGOs is highly preferred.

Preferred Knowledge, Skills & Abilities:

• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Teams, etc.).
• Good verbal and written communication skills in English.
• Excellent in time management.
• Ability to effectively work in a team.
• Willingness to work under pressure.
• A person with integrity, honesty, and commitment to EngenderHealth’s mission.

Essential Soft Skills:

• Committed to EngenderHealth’s core organizational values of reflection, inclusion, integrity, respect, and transformation.
• Attention to detail, a good memory, and precision.
• Strong work ethic.

Salary Range
USD8,000 - USD16,000 Annually.