Summary description of the position:
Delegation Administrator (DR) is ultimately responsible for all administrative and financial management of Oikos in Mozambique. The DR coordinates the administration of programs with Oikos headquarters and ensures the transparency and accuracy of all management, administrative and financial representation, in accordance with good management practices and following the procedures of Oikos and donnors of projects. The Administrator is directly responsible for a team of local managers and refers to the hierarchy of Oikos Representative in Mozambique and, functionally, to the Administrative and Financial Department in Lisbon.
TERMS OF REFERENCE
Objective 1: To ensure na efficient administrative and financial administration
Activities: - Supervision of budget planning of local offices and responsible for planning the annual budget and monthly representation: - Preparation and submission of the representation budget; - Review of monthly project unfolds; - Revision and submission of monthly cash flow account for the project; - Preparation or assistance in drafting, according to donnors’ standards and formats in project budgets rigorous, realistic and in accordance with the needs of projects and organization; - Treasury Control of the representation; - Supervision of work and financial accounting: - Following the administrative management of the representation (contracts, legal aspects); - Following the financial management of the representation (to ensure the proper follow-up budget, management and monitoring of managers, training and guidance to administrators in the administrative procedures - internal and financiers, overseeing the management practices); - Follow-up of procurement procedures, in accordance with the procedures of Oikos and procedures of donnors; - Knowledge, application, training and monitoring procedures of Oikos and the financiers of the project; - Developing, updating and sending inventories of representation, annually; - Ensure compliance with the payments on time and in compliance with the procedures of Oikos; - Ensure sound management of contracts in place; - Organization and preparation of internal and external audits; - Ensure compliance with administrative obligations, financial and legal matters related to the development of the activity of Oikos in Mozambique;
Objective 2: Reporting
Activities: - Financial reporting of projects, according to the rules and formats of the funders, the Department for review. Finance and Administration, within the prescribed period; - Monthly review of financial reports of the delegations; - Preparation and submission of monthly accounts to Lisbon, according to internal Oikos procedures; - Ensure proper accountability, in accordance with good management practices, in an accurate and transparent way and respecting deadlines; - Ensure that administrative and financial files of all projects are complete and in order, according to the requirements of the funders, complete with purchasing procedures and clear;
Objective 3 : Human Resources Management
Activities: - Supervise the work of project managers; - Guidance and technical support to project managers; - Briefing of entering a new management procedures and introduction of Oikos and financiers of the project; - Briefing on administrative and financial staff of Oikos delegation to each new team member (coordinator level). Ensure that the same briefing is conducted to every new team member, as appropriate, by each director of the project in question; - Evaluation of project managers at least once a year; - Follow-up and solving of any litigious files or other labor dispute;
- Financial reporting and cash flow account (with documentation shipping). To: Dept. Financial and Administrative (headquarters). Monthly.
- Financial reporting of project: To: Headquarters for validation.
Education / Technical qualifications / level of expertise:
Higher education in economics or management (or at least 2 years of experience in similar functions in relevant institutions) Previous experience in the sector in similar functions Experience in project cycle management Experience in managing and monitoring teams Immediate availability
Portuguese Level: Proficient
English Level: High
Please send a CV and Covering Letter to gap@oikos.pt
Please bear in mind that only shortlisted candidates will be contacted.
No comments: