Administrator: Trócaire Zimbabwe

Deadline: 8 April 2022

Department: Trócaire Zimbabwe Office

Reporting to: Finance and Admin Manager

Managing: (Individuals / Team) Gardener / Cleaner

Contract Type: Fixed

Grade and Scale: Zimbabwe Local Staff Salary Scale

Location of Position: Harare, Zimbabwe

Trócaire works in partnership with local and church organizations, supporting communities in over 20 developing countries across Africa, Asia, Latin America and the Middle East to bring about lasting change. Trócaire envisages a just and peaceful world where; people’s dignity is ensured and rights are respected; basic needs are met and resources are shared equitably; people have control over their own lives; those in power act for the common good. Zimbabwe is one of 17 countries globally where Trócaire has a country presence.

The Administrator, reporting to the Finance and Administration Manager will assist in the administration functions needed for the Zimbabwe office and programmes. Specifically the role covers the following broad responsibilities either as accountable, consulted, informed or responsible: procurement; Managing the reception area, Fielding phone calls and welcoming visitors; Managing the cleaner / gardener; Management of meeting needs and preparing meetings and workshops; Inventory control; Fixed asset control; Internal systems and processes; Logistics for visitors and travel; Coordination of relevant meetings, workshops, and trainings; Managing the IT needs of the office.

Duties

Procurement

Initiation of all the purchase requisitions and bid analysis linked to this role; Preparing of payment vouchers linked to this role; Maintaining and updating a database of the suppliers; Following up on invoices and receipts in liaison with the Finance Officer; Vetting all suppliers / vendors; In liaison with the Gardener / Cleaner ensure that the office has adequate consumables and supplies.

Reception management

All reception duties include management of the reception area of the office; Managing the intercom facility of the office; Operating the switchboard and maintaining the incoming and outgoing mail register.

Human resources

Managing support staff to include the driver and cleaner / gardener; Assist in the recruitment and induction process for new staff as requested; Assist in training the country team in areas relevant to the role.

Logistics for visitors and travel

Managing logistics for visitors from Head Office to the Zimbabwe office; Ensuring that visitors receive copy of security briefs prior to coming to Zimbabwe; Supports applications for Temporary Work Permits for expatriate staff as requested; Manages all applications for visas for team overseas travel; Coordinating air travel arrangements of the country team including insurance.

Inventory control

Managing all office stationery and promotional materials including purchasing and issuing out of such materials; Managing the First Aid needs of the office; Managing all maintenance issues for office; Maintaining the inventory lists for the office and expatriate accommodations.

Fixed asset control

Maintain the fixed asset register of the Country office including additions and disposals; Carrying out asset counts; Ensuring all fixed assets are tagged;

Internal systems and processes

Assist the Finance Officer in processing entries in Agresso as required.

Coordinating of relevant meetings and workshops

Ensuring timely preparation of meeting rooms and refreshments ahead of meetings with staff, partners or external stakeholders as agreed with the chair of such meetings; Supporting the Trócaire Team with logistics and administration for meetings and workshops including bookings; Typing correspondence and reports and taking minutes as relevant and/or requested.

IT support

IT support, troubleshooting and management of Internet accounts in liaison with outsourced support and the IT unit in Head Office; Backup of IT infrastructure; Supporting Programme teams in uploading documents on Trócaire’s web based Management Information System and auditing of same; Reporting to Head office as appropriate; Leading on new system roll out and procurement of IT software and hardware in liaison with HQ IT; Data champion for the Country Program.

Other responsibilities

Maintaining the Directors’ diary as required; All filing relevant to this role; Any other related duties assigned by Country Director, Finance Officer or Finance and Admin Manager.

Qualification

Relevant Degree in Administration; IT qualification would be an added advantage; Experience in Administration and exposure to IT management; Experience in line management; Excellent communications skills (oral, presentation and written); Fluent in speaking English; Ability to network, form and maintain relationships, and build partnerships; IT troubleshooting; Demonstrated team player; Open, approachable and flexible; Honest and Good Team player; Commitment to Trócaire’s vision and mandate: Trócaire envisages a just and peaceful world where people's dignity is ensured and rights are respected; where basic needs are met and resources are shared equitably; where people have control over their own lives and those in power act for the common good.’ ‘We support communities in Zimbabwe in their efforts to improve their lives, meet their basic needs and ensure their human dignity. This support is offered regardless of race, gender, religion or politics.