Office Manager

Lugela Digital is hiring for its client a Office Manager in Pemba.

We seek a Manager to ensure smooth operations in our organisation’s office in Pemba, Mozambique. The individual will be bright and enthusiastic, with excellent time management and organisational skills. Additionally, the candidate must have professional reading, writing and speaking English and Portuguese skills.

Job Summary

The Pemba Manager will coordinate Programs, administration, and procedures to ensure organisational effectiveness, efficiency, and safety. The Pemba Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, staff supervision and task delegation.

Specific Duties & Responsibilities

• Lead the project team, whether staff or short-term consultants, in operational issues, optimising human and financial resources;
• Work closely with senior management regarding procurement for the maintenance of premises and related office equipment and vehicles;
• Ensure appropriate recording and accounting documentation as required by ALPS and prepare required financial reports by assisting ALPS Financial Staff. Facilitate transparent financial management of the programme that can stand up to regular audits and evaluations;
• Point person for contact between the executive and internal /external associates and staff;
• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands;
• Screen, direct and distribute telephone calls;
• Organise and schedule meetings and appointments;
• Organise office operations and procedures;
• Manage calendars and appointments for the office;
• Responsible for managing office services by ensuring office operations and procedures are organised, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored;
• Participate actively in the planning and execution of company events;
• Coordinate office staff activities to ensure maximum efficiency;
• Ensure security, integrity, and confidentiality of data;
• Coordinate schedules, appointments, and bookings;
• Monitor and maintain office supplies inventory.

Requirements/Skills

• High School Certificate/ Diploma or higher in Office Administration or proven experience as an Office manager, Front office manager or administrative assistant;
• First-level university degree (bachelor’s or higher) in Accounting, Business Administration, Supply Chain Management, Logistics, Public Administration, Procurement, or other related field with a minimum of 3 years of relevant working experience or a technical diploma in Accounting/Finance, logistics or supply chain management with a minimum of 5-years work experience advantageous ∙Experience in the NGO environment would be an asset;
• Experience in Management Critical;
• Knowledge of office administrator responsibilities, systems and procedures;
• Great attention to detail;
• Proficiency in MS Office (MS Excel, Word and MS Outlook, in particular);
• Hands-on experience with office machines (e.g. printers, binders);
• Excellent time management skills and ability to multi-task and prioritise work;
• Attention to detail and problem-solving skills;
• Excellent written, verbal and interpersonal skills;
• Strong organisational and planning skills;
• A creative mind with the ability to suggest improvements;
• Vital planning, organising and interpersonal skills;
• Mozambican nationals/residents preferred with professional levels of Portuguese and English. However, other candidates with similar profiles and language competencies are also encouraged to apply.

About Us

We are an international non-profit registered in multiple countries, including South Africa, Mozambique, and Ukraine, whose mission is to serve communities negatively impacted by conflict and displacement by designing custom interventions that focus on empowering migrants, promoting integration, fostering social cohesion, and preventing violence. We design custom interventions that focus on empowering migrants, promoting integration, fostering social cohesion and peacebuilding. We require a competent, charismatic individual with strong interpersonal and practical communication skills who can maintain existing and initiate new relationships with various stakeholders and donors in Mozambique.

Job Information

Position Title: Pemba Office Manager

Position Location: Pemba, Mozambique

Duration: 12 Months after a successful three-month probation

Report to: Country Manager and Project Director

Start Date: To be confirmed