United Nation Zimbabwe : july 2017
Vacancy Name: Job Vacancy: Administration & Finance Officer (Fixed term contract-full time)
Region: Southern Africa
Office: Harare, Zimbabwe
Job Vacancy: Administration & Finance Officer (Fixed term contract-full time)
Hivos Southern Africa Hub, aims towards an open and green society, inspired by humanist values such as freedom, dignity, responsibility and curiosity. Our objective is that every person can live in freedom and dignity on a planet that is sustainable. We pride ourselves as upholding the principles of Social innovation of generating new ideas and approaches that resolve existing social, cultural, economic and environmental challenges for the benefit of people and planet.
Hivos has a long track record of being creative and innovative. As such Hivos will be the Principal Recipient (PR) of a GFTAM (Global Fund Tuberculosis AIDS & Malaria) funded programme for Key Populations – Representation, Evidence and Advocacy for Change in Health: referred to as KP REACH.This program will be housed under the Hivos Southern Africa Hub, which is based in Harare, and allows for room to have the position operating from South Africa.
To support our office generate new initiatives and mobilise resources we are looking for a: Administration & Finance Officer (Fixed term contract-full time)
Aim of the job
The Administration & Finance Officer is responsible for all office administration tasks of the Programme; such as Procurements, Supplier Contract documents, Travel and accommodation. He/She assists management and others in the operational, financial and administrative organisation of the work of the Office. He/She safeguards financial assets through implementation of financial policies, procedures, controls and reporting systems.
Functional context
The Administration & Finance Officer:
- Manages the office logistics, including the procurement, utilization and maintenance of office equipment, assets, office supplies and services in accordance with Hivos quality procedures, the standard operational guidelines, and Global Fund procedures;
- Monitors the sub-contracting of goods and services, including ensuring that contracts are sent to partner organizations and tracking contracts to be signed and returned;
- Arranges, coordinates and take minutes of internal meetings;
- Arranges logistics and administration for PMU-organized events, activities and workshops;
- Provides administrative support to staff and project partners for organising project activities at the regional and local levels;
- Assists PMU staff in the preparation of materials for meetings, trainings and workshops, as required;
- Plans and coordinates appointments for the PD and coordinate the overall office agenda;
- Maintains and document the general office calendar;
- Organizes and prepares logistics requirements for local and international official travel for staff;
- Provides administrative, logistical and contact support for incoming visitors/guests of the staff;
- Monitors programme administration, including HR functions such as monitoring duty trips and cash advances-liquidations made, monitoring staff absences and recording of leaves/offset days off etc.
- Develops and maintains office property list/inventory;
- Ensures proper filing of programme-related documentation and correspondence in both electronic and hard copy form;
- Maintains the Library of materials;
- Ensures that the correct and most recent versions of the Hivos quality system, Global Fund procedures are available in the office and are being used by staff.
- Ensures that all office equipment and services are appropriately maintained;
- Coordinates with Grant Officer to ensure that programme-related payments are made/received on time and appropriate confirmations are received/sent;
- In coordination with Grant Officer, registers receipt of financial reports and coordinate distribution of such reports.
Qualifications
- Relevant Degree in Business Administration and Finance
- Relevant work experience: at least 3 years
- Work experience in complex financial environments
- Excellent analytical & writing skills
- Experience in working with the GFATM systems and procedures an added advantage
- Self motivation and enthusiasm and ability to work under own initiative
Hivos offers a challenging position in an international environment.
The Regional office is based in Harare, Zimbabwe. This position will be based in Harare Zimbabwe, with room to have the position operating from South Africa. Hivos welcomes International & Regional applicants but can only offer a position to only those with a valid workpermit for Zimbabwe or South Africa. Hivos can only offer employment on local terms and conditions.
For more information on Hivos visit www.hivos.org
If you meet the above mentioned qualifications (please look carefully), send a letter explaining your motivation and your CV to: sa-hub@hivos.org
Deadline: 14 July 2017
NB: Please note that only short listed candidates will be contacted.