Senior Office Administrator (Terra Firma)

Background & Job Summary

Terra Firma Limitada is a Maputo-based company that has been providing research and consultancy services related to land, forest and environmental issues throughout Africa since 2002. In this time, it has established a solid portfolio of clients and a reputation for professional and high quality work.

Terra Firma has operated until now as a consultancy practise, with partners responsible for managing the administration of their own projects and assignments. The company has a small office in Maputo and a small staff component. The recent award of a number of new contracts means that the company will soon be establishing additional offices in Xai Xai, as well as recruiting a number of new professional staff and managing a range of complex budgets and operations.

The company therefore wishes to recruit an experienced Senior Administrator to join the team on a part-time basis and to assist with the establishing of systems and procedures as the company expands and develops. Responsibilities will include the providing of administrative, procurement, human resource management and financial support to the management team, as well as coordination and administrative support to other staff.

The position is based in Maputo, but the Senior Administrator may be expected to make short working visits to the office in Xai Xai. The position is initially envisaged as involving an average of 20 hours/week, which will be reviewed over time.
Salary will be commensurate with skills and experience.

Responsibilities and Tasks

The Senior Administrator will report to the management team of Terra Firma, with the following specific responsibilities:

Responsibility #1 – Administration and Coordination

• Establishing and maintaining efficient digital and hardcopy filing systems for all administrative records of the company, including appropriate use of cloud-based storage and shared access solutions;
• Liaison with the company lawyers regarding preparation and execution of Actas, powers of attorney and other related legal matters;
• Drafting of correspondence to clients, third party service providers and private and public sector institutions in respect to administrative matters.
  Assisting staff with the organisation of events, workshops, meetings and work schedules;
• Assisting with the booking of domestic and foreign travel and accommodation arrangements for staff.

Responsibility #2 – Procurement and Asset Management

• Developing and implementing a procurement policy and system for the acquisition of a range of assets and supplies;
• Establishing and maintaining an asset register for all moveable assets of the company;
• Ensuring an adequate supply of materials and equipment for offices;
• Developing and ensuring the implementation of an appropriate servicing schedule for company vehicles;
• Establishing and maintaining appropriate insurance and licensing arrangements for all company assets and resources.

Responsibility #3 – Human Resource Management

• Establishing and maintaining a system for archiving and updating staff records, including records in respect to contracts, holidays, benefits, social security and disciplinary issues;
• Assisting with the development of a performance review system and supporting the management team in the identification of training needs and appropriate staff development.

Responsibility #4 – Finance

• Maintaining budgeting, cash flow and accounting systems for separate projects managed by the company, and assisting in the preparation of financial reporting to clients and the development of budget proposals for prospective clients;
• Producing monthly cash flow forecasts and preparing transfer instructions and arrangements to ensure adequate financial resources for all company activities;
• Preparing invoices and receipts for submission to clients;
• Liaison with the company accountants and preparation of monthly reports and documentation to be submitted for processing;
• Ensuring timely payments, via the company accountants, of all taxes and licensing, including INSS, IRPS, IRPC and incidental taxes;
• Ensuring timely payment of salaries, employee benefits and expense reimbursements to all staff;
• Ensuring timely payment of third party services, including phone, electricity, water, office rentals, and internet and cleaning services;
• Liaison with the company bankers to deal with all banking matters and maintaining appropriate control systems for petty cash, company imprest accounts and all bank accounts.

Qualifications & Experience

Education/Training

• Bachelor degree in administration, finance or economics or appropriate and equivalent experience.

Experience

• A minimum of 8 years’ experience of administration as part of a private, public or academic institution;
• A minimum 5 years past employment with a Mozambican organization;
• Desirable: past experience of liaison with international donor institutions.

Other competencies & technical skills

• People skills: Ability to work both independently and as a team player. Demonstrated ability to listen to and support staff and partners;
• Communication skills: Excellent written and oral communication skills in English and Portuguese. Able to communicate clearly with internal and external stakeholders;
• Computer Skills: Highly developed computing skills, including Microsoft Word, Excel and Outlook; advanced internet searching skills, some familiarity with Access Databases and financial software would be a distinct advantage;
• Independence: Accuracy and strong attention to detail with the ability to recognize errors, solve problems and make corrections as needed;
• Demonstrated awareness of and sensitivity to gender and diversity;
• Integrity: Trustworthiness and integrity and a clear commitment to Terra Firma core values and principles;
• Desirable: Skills in organizing training and discussion events.