Reporting to the Director, Finance and Administration, the incumbent manages the Corporate Services unit ensuring the efficient performance of general administrative services including office management, security services, central registry and travel services.

Duties and Responsibilities

1. Support and take initiative in the implementation and review of administrative policies and systems and monitoring of administrative resources.            

2. Provide information and analysis to management of resources and budget reallocation (e.g. budget, expenses, office space) and assist in formulating and implementing work plans for the Corporate Services unit.

3. Ensure that the Foundation’s assets and inventories are appropriately recorded, accounted for safeguarded, disposed of according to the set standards.

4. Ensure provision of optimum maintenance and working conditions of the Foundation’s buildings, office facilities, equipment and availability of office consumables.

5. Provide administrative support and guidance to the ACBF regional offices as and when required.

6. The coordinate office works projects with contractors to ensure efficient and effective delivery by contracted suppliers including negotiation of contracts with the vendors and service providers.

7. Monitor service providers such as the travel agency, the security service company and others to ensure effective delivery of procured services.

8. Supervise the maintenance of the central registry of the Foundation at the headquarters and regional offices to ensure proper filing and records management.

9. Act as the Foundation’s security champion liaising with other partner organisations to ensure compliance to Minimum Operating Residential Security Standards and Business Continuity Plans requirements for both office premises and staff residences.

10. Respond promptly to security reports and in liaison with the security service provider and other partners and regularly update staff members on security matters.

12. Represent the organisation in common services meetings with other partners and report to ACBF Management.

13. Review and approve all purchase orders, travel orders and payments from service providers of goods and services to facilitate payments.

14. Coordinate and supervise Corporate Services Unit staff activities giving oversight on control of tasks within the unit.

Selection Criteria

Selection will be on a competitive basis based on the following criteria;

Desired Qualifications and Experience:                

1. Education:  Advanced university degree in Business Administration or related discipline.

2. Prior work experience:  A minimum of six years in administration with good general services management in an international organisation.

3. Language Proficiency: Excellent knowledge of English Language skills.  Working knowledge of French will be an added advantage.

Core Competencies

• Planning and organizing
• Teamwork and collaboration
• Communication
• Respect for organizational, intercultural and ethical values
• Learning and Innovation

Functional Competencies

1. Analytical skills to review and evaluate rules and regulations, reports, and other relevant working papers.       

2. Ability to make objective decisions and resolve problems, exercising the highest responsibility to handle confidential and sensitive issues in a reasonable and mature manner.
3. Strong organising, work planning and scheduling skills, capable of handling large volumes of assignments accurately and thoroughly while balancing several complex agendas.
4. Excellent communication skills, both oral and written and the ability to produce well-presented reports.       
5. Ability to respond to generate innovative, practical solutions to challenging situations, with tact and emotional maturity without losing focus.
6. Good interpersonal skills and the ability to work effectively with people at all levels in the organization in a multi-cultural environment. 

APPLICATION PROCESS

Applications, quoting the reference “Administration Officer /03/2019,” including curriculum vitae with three (3) referees should be received at the address below by 17 February 2019

The Executive Secretary

The African Capacity Building Foundation

P.O. Box 1562

HARARE, Zimbabwe

E-mail:  Recruitment@acbf-pact.org

Please note, only candidates under serious consideration will be contacted.

We strongly encourage qualified female candidates to apply.

ACBF is a smoke-free environment.