Administration & Accounts Assistant in Maputo, Mozambique

Diakonia is a Swedish international development organization with the overall goal to change unfair political, economic, social and cultural structures that generate poverty, inequality, oppression and violence. Diakonia works with the most vulnerable people, local partners and other strategic actors for the fulfilment of the right of all people to live a life in dignity - irrespective of age, class, disability, ethnicity, gender, nationality, political conviction, religion, or sexual orientation and identity.

Diakonia has about 400 partner organizations in 25 countries. In Sub-Saharan Africa Diakonia has country offices in Mozambique, DRC, Zimbabwe, Zambia, Uganda, Kenya, Somalia, Mali and Burkina Faso with the Regional Office in Nairobi, Kenya.

We wish to fill the position of Administration and Accounts Assistant in Maputo, Mozambique.  The job focus is to perform a variety of critical tasks to deliver administrative, logistics, travel, procurement, human resources and bookkeeping services, preparation and maintenance of accurate and updated records management system to support delivery of efective and efficient front office operations.

Administrative and Logistical Support 

• Coordinate the provision of all incoming and outgoing physical letters,  courier and postal mail  
• Coordinate procurement of goods and services against approved purchase orders 
• Verify that purchased goods meet specification in accordance to the purchase order 
• Process incoming and outgoing shipments documentation and obtain customs clearance  
• Keep track of all approved procurement and logistical requests and expenditures 
• Arrange travel and hotel reservations, and obtain travel authorizations 
• Process requests for visas and resident permits for staff members and their dependents  
•  Provide administrative support to programmes and internal processes in the  organization in relation to events, conferences, workshops and retreats 
• Prepare and book meeting rooms and video-conference facilities  
• Maintain an effective records management system to ensure safe custody of documents 
• Maintain an effective asset management system to ensure timely maintenance of office equipment 
• Coordinate front office operations and ensure clean, hygienic and safe working environment 
• Coordinate motor vehicle maintenance and repair to ensure availability of transport at all times 
• Ensure maintenance  of a variety of office equipment including computer, photocopying machine; utilize various computer applications and software packages 
• Coordinate office security to ensure adequate protection of organizational property and assets 
•  Provide support in the planning and execution of staff orientation 
• Procurement of all office and kitchen supplies according to set guidelines  
• Human Resources 
• Research, compile and analyze data for special personnel projects and reports 
• Provide support in setting appointments and arranging meetings  
• Provide support in the planning and execution of new staff orientation 
• Maintain accurate and updated employee records and files  
• Monitor employee leave records and prepare and implement annual leave schedules  
• Implement employee benefits and welfare programme, including sick leave entitlements 
• Accounting and Reporting 
• Examine payment requests and ensure complete documentation to support payments 
• Receive and process all approved expense claim forms and requests for payments 
• Monitor and review outstanding invoices with prompt resolution of queries 
• Update payroll reference tables against approved salary and allowances scales 
• Prepare and maintain the payroll, effect voluntary deductions and statutory tax returns  
• Timely and accurate preparation of bank reconciliations and take action on discrepancies 
• Maintain and update accounting records, in accordance with accounting policies and procedures 
• Prepare receipts and vouchers to be entered correctly in the accounting system 
• Proper receipting of goods and services and establishment of accruals 
• Maintain safe custody of petty cash and prepare schedules in relation to  sufficient cash for disbursement and cash flow management  
• Prepare all necessary information in relation to accounting of staff advance  
• Present information on the status of financial resources as required 
• Maintain accurate records for the purpose of auditing, and finance reports 
• Maintain safe custody of accounting and physical vouchers that relate Diakonia 
• Submission  of tax and statutory returns in accordance to the local law