Administrator Full-Time

The Istituto Oikos is hiring an Administrator for Pemba in Cabo Delgado, with missions to displaced offices (Ibo, Nampula Province).

Objective

Ensure the correctness of the administration of the foreign office. Implement IO’s economic strategies in Mozambique.

Responsibilities

Under the supervision of the Administration / Logistics Department Coordinator and the Country Coordinator:

• Manages the administrative activities of the IO office in Mozambique by applying internal protocols for adequate process control;
• Ensures the uniformity of administrative procedures in compliance with the needs of donors and the organization, supervising the regular reporting of projects and ensuring the correct keeping of the association’s accounting records;
• Deals with the planning, supervision and periodic reporting of all administrative functions relating to projects and programs: accounting, budget control, procurement, financial reports and monitoring;
• Manages the reporting process for the projects that foresee it on site, interacting directly with the donors;
• In collaboration with the Country Coordinator, takes care of formal relations with local authorities, institutional donors and international agencies.

Activities

• Support the Project Managers in managing the project budget, ensuring that the financial resources available for the projects are spent following the internal protocols of Oikos and the donor’s procedures and according to the project budgets;
• Collaborate with the Project Manager for the planning and management of monthly management costs (office rental, public services, maintenance, fuel) in order to ensure the financial sustainability of the local office;
• Manage the internal accounting system by ensuring the correct distribution of costs, based on the project budget, through the constant updating of expense management tools (e.g. Geko and other software and tools provided by Oikos);
• Support and control procurement processes and the collection and archiving of supporting documentation to be prepared for the various reports.

Prepare contracts for local suppliers

• Maintain correct and complete documentation of administrative documentation (including scanning and archiving), recorded in accordance with the regulations and administrative procedures of the main donors and according to Oikos’ internal procedures;
• Ensure proper management of funds and bank accounts, sending monthly and periodic reconciliations to the Milan office and collaborating with PMs to request the transfer of funds from Oikos headquarters to Oikos Mozambique;
• Ensure periodic shipment of project documentation to Oikos headquarters;
• Support the PMs and the Mozambique Program Manager in Italy in the preparation of specific collaboration agreements (MoU) with local partners;
• Ensure compliance with tax obligations and compliance with local contract regulations;
• Coordinate the administrative activities of the offices located and collaborate with the Country Coordinator and the Coordinators of these offices in order to update and apply the internal control and management procedures, and therefore ensure their implementation;
• Manage the administrative aspects of Casa das Garcas (Eco Center managed by Oikos in Ibo);
• Manage local businesses and ensure proper management of their internal accounting system by guaranteeing the allocation of costs;
• Collaborate with the Country Coordinator on site and the CC in the elaboration of documents and agreements relating to local businesses.

Requirements

• Education in the field of economics, finance, accounting or administration;
• Work experience of at least three years in a similar sector in developing countries;
• Good aptitude and willingness to carry out missions in our field bases;
• Knowledge of the reporting procedures of the main institutional donors;
• Knowledge of the procurement procedures required by the main institutional donors;
• Attention to detail, ability to follow procedures and meet deadlines;
• Excellent knowledge of the Microsoft Office package, in particular Excel;
• Good interpersonal skills and teamwork;
• Excellent knowledge of the Portuguese language;
• Excellent knowledge of the English language;
• Good level of organizational autonomy and resource management skills.

The following will constitute a preferential title

• Experience in reporting of emergency projects (donor AICS, UN agencies);
• Specific experience in Mozambique;
• Knowledge of the Italian language.

Note: The selection process will start from the moment the applications are received. Only the selected candidates will be contacted for a first cognitive interview and will subsequently be updated on the status of the selection.

Istituto Oikos reserves the right not to hire or hire an applicant if the recruitment process or background check reveals that the applicant has previously been reported for an SEA incident or is unsuitable to work with beneficiaries. Istituto Oikos will not hire or employ anyone with a previous conviction for SEA or related offense.

The selection respects the principle of equal opportunities.

How to Apply

To apply, you must send your CV, including the data of 2 people for professional references, and a letter of motivation (1 page maximum) with authorization to process personal data pursuant to articles 13 and 14 of the G.D.P.R. (General Data Protection Regulation EU Regulation 2016/679 Legislative Decree 196/2003) to: candidaturas.moz@istituto-oikos.org putting in cc daniele.alleva@istituto-oikos.org

Deadline: August 21, 2022

Indicate in the subject: administrator selection HQ Pemba – 8-22