Office Administrator Based in Goma Oago/02/2011

Office Administrator based in Goma–OAGo/02/2011

Job Description

Job Purpose

(Note: this post involves some Programme Admin responsibilities as a result of the programme posts recent moved to Goma)

The post holder is responsible for:

providing efficient and effective administration to CAFODs Sub-office in Goma
bookkeeping and preparation of sub-office accounts (but not sign-off)
liaising with internal and external contacts providing information as needed
providing general office support including providing basic HR administrative and logistic support, be responsible for handling petty cash, be the IT focal point and ensure buildings and premises are maintained

Job Scope

The post holder may need to work closely with the PA in Kinshasa and could have a small allocation to manage under the supervision of the Programme Manager based in Goma but not a budget holder

Accountability

The post holder reports to the Finance and Administration Manager as line-manager (based in Kinshasa) while the task management lies with the Programme Manager (based in Goma)

Key responsibilities

Responsible for effective and efficient administrative processes (40 %)

Maintain effective office records (local taxes, IT, Vehicle, legal agreements and correspondence);
Ensure sufficient supplies of CAFOD resources, stationary etc for the use of sub-office staff;
Setting up meetings, booking venues and arranging vehicles (ensuring vehicle is adequately equipped, serviced and maintained as needed);
Attend meetings and take minutes if required;
Maintain files (paper and electronic) and archive old documentation as needed;
Ensure handbooks, office processes, policies and procedures are disseminated to all staff as needed and source documents are stored in all user files ;
Maintain records of key dates ie official holidays, expiry of agreements, other contracts etc and inform relevant managers;
Maintain and follow up the calendar and arranging trip for staff in compliance with the Regional Office

Overseeing sub-office finances(25%)

Prepare and submit the monthly financial report to the Regional Office relating to the sub-office running costs after the base Programme Manager’s approval ;
Setting in collaboration with the Programme Manager and the Finance and Admin Manager the office running costs budget;
Hold a petty cash float and record all payments according to Financial Procedures documents;
Providing basic financial advice to the Programme staff related to the use of float or any other business advances ;
Preparing and cross checking payment and income vouchers including any other supporting document to be submitted to the Programme Manager (Goma) for approval;
Accounts, control and report the sub-office petty cash with the Programme Manager (Goma) by ensuring that adequate bank and cash balances are maintained;
Requesting top-ups from the Regional/ Kinshasa Office in time
Maintain the office inventory.

Liaise with internal and external contacts, provide information and support to visitors to the office (10 %)

Reply to general correspondence and deal with enquiries, answer incoming phone calls and take messages if necessary;
Liaise with visitors including arranging visits from overseas staff, providing information on how to find the office, national entry requirements, assisting to obtain visas (in collaboration with the regional office);
Organize travel arrangements for visitors and staff (tickets, insurance, security processes, accommodation, airport, visa formalities, etc. in collaboration with the regional office)
Provide relevant information to visitors and callers;
Welcoming visitors, and referring them to the appropriate staff;
Keeping track of staff and visitors on the premises;
Receiving and ordering deliveries and taxis as requested by staff members and visitors.

Provide administrative support to the programme team (as appropriate) (10 %)

Provide support to Programme team, particularly in the setting up and management of CAFOD administrative and financial systems designed to facilitate distance management (in collaboration with the programme administration);
Work with the programme team in preparation of documents for evaluation and audit;
Provide support in receipts, filing (physical and electronic and collecting from partners);

When necessary, provide administrative support in emergency situations
When necessary provide support to the PA based in Kinshasa in following up on quarterly reports from the Programme staff.

Be responsible for local HR Administration under distance management of the Finance and Admin Manager (5 %)

Maintain contact records for programme staff based in Goma including contact details and emergency contact / next of kin information. Sending on any change in staffing detail to the regional office;
Keep records of annual leave and sick leave and TOIL taken by staff;
Co-ordinate recruitment process and inductions for new national staff if any.

Focal point for office IT systems (5 %)

Manage Sub-office IT systems in consultation with CAFOD in London or Regional Office in Kinshasa;
Oversee the maintenance of CAFOD IT equipment (arranging technical assistance where needed);
Provide on-going IT support to all staff;
Back-up computers and databases as necessary.

Maintenance of buildings and services (inc. Logistic support) (5 %)

Overseeing of cleanliness, maintenance and general health and safety in office in compliance with Caritas-Goma;
Ensure office equipment is properly maintained and functioning;
Ensure office supplies (i.e. stationary are adequately stocked and all office fixtures and fittings are working);
Overview of computer network and arranging for technical assistance if needed;
Providing logistical support to Programme staff in respect of the preparation of workshops / other activities and the administrative and logistical arrangements during workshops/activities.

(Youmay be required to carry out other reasonable duties and responsibilities from time to time in agreement with your manager)

Key Competencies

Essential
Understanding our context
A Understanding Catholic identity
B Understanding CAFOD
C Understanding international development / Working together
D Managing ourselves
E Working with others
F Communicating
G Looking outwards / Making change happen
H Managing resources
I Achieving results
J Managing our performance
K Taking the lead / Job-specific competencies
I.Able to deliver a professional administrative and finance support service and ensure the smooth functioning of the sub-office
II.Have a good understanding of Cafod works and able to provide and manage information and support to staff and visitors
III.Able to support local HR, finance and IT functions usually when line-manager or technical experts are at a distance to the operating office
IV. Excellent in French and proficiency in English
Desirable
V. Able to deal with common computer errors as IT focal point (basic knowledge of IT systems, including Microsoft Office programmes
VI. Able to organise and maintain files, office records, produce letters, spreadsheets etc.

Terms and Conditions

Contract / A two year contract is offered, including a six-month probationary period.
Salary / USD 1,191.54 per Month (gross salary) being Grade 4 Kinshasa salary scale
Hours / 8am to 4pm five days a week, with one hour for lunch. Some evening and week-ends may be required for which time off in lieu is available
Holidays / 19 days per year plus 6 days at Christmas and Easter decided upon by CAFOD – 9 days public holiday, so be it 34 days.
Notice period / Three months either way after completion of the probationary period.
Pensions / There is an optional contributory pension scheme (10% employer and 5% employee contribution). Alternatively, CAFOD will make a similar contribution to a Personal Pension Plan.
Other benefits / Medical insurance will be provided for the staff member and spouse plus children 100%.
13th month bonus paid
Access/ Location / The CAFOD Sub-Office in Goma is situated in Caritas-Goma building on Av.des Ecoles no 140/12, Q/ le Volcan, Commune Goma.
Disabilities / We are committed to making every reasonable adjustment to the workplace or working arrangements so as to accommodate people with disabilities.

CAFOD is an equal opportunities employer. Recruitment and selection procedures reflect our commitment to child protection.

Additional information

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CAFOD

CAFOD is the official Catholic aid agency for England and Wales. In more than 40 countries across the world, we bring hope, compassion and solidarity to poor communities, standing side by side with them to end poverty and injustice.

Our vision is a world transformed to reflect the Kingdom of God: a world where –

the rights and dignity of every person are respected
all have access to basic needs in life
women and men share equally in shaping their societies and our world
the gifts of creation are nurtured and shared by all for the common good and
the structures that shape people’s lives are just and enable peace.

International Division purpose: In collaboration with our partners, to have a lasting impact on poverty and injustice through development programmes, advocacy, and humanitarian response. The division will promote learning, strengthen and empower communities and people in need regardless of their race, gender, religion or politics, and build links between CAFOD supporters and partners overseas.

Africa Department: The Africa Department under the leadership of the Head of International Programmes/Africa is divided into teams managed by Regional Directors. There is currently 82 staff in the Department, 8 based in the UK and the remaining working in our international offices in Africa – Nairobi, Harare, Addis Ababa, Kinshasa, Khartoum, Jos, Freetown and Maputo. Nairobi and Harare offices form regional hubs for East Africa and the Horn, and for Southern Africa. In addition, there are a few programme accompaniers based in other countries.

The International Division’s Strategic Framework 2010-2015 sets out the key areas of focus for the Africa Department over the next five years and seeks to promote programmatic approaches build staff and partners understanding, capabilities and skills in core sectors:

Livelihoods: promoting economic and social well-being through sustainable development and community building, ecological sustainability and justice
Conflict: peace building, reconciliation, reconstruction, and integrating relief and development in post-conflict situations;
Economic Advocacy: economic justice, pro-poor policies, PRSPs, trade, access to markets, good governance and rights;
HIV/AIDS: mainstreamed, comprehensive approach at programme level, capacity strengthening and explicit learning;
Gender: promoting better understanding of the implications of gender in development processes; supporting the full participation of women and women’s empowerment across programme work;
Disaster preparedness and response: strengthening our capacity and that of partners to ensure preparedness and timely and effective response in times of crisis; and,
Capacity building: working with partners to strengthen the organisational and implementation capacities to become more effective development and relief agencies

Programme

CAFOD’s work in the Great Lakes region focuses on longer term social development programmes in the area of psycho-social trauma, and livelihoods (agro-pastoral activities, youth). In addition to longer term programmes, CAFOD also funds specific programmes in the area of conflict (peace and reconciliation, Sexual and Gender Based Violence including the Governance and Transparency programme), and emergency (caused by conflicts, wars, natural disaster). In order to support CAFOD’s corporate Campaigning work, our advocacy work is a particular focus in the region.

Team

The Kinshasa as Regional Office, covering our programme work in DRC, Burundi, Rwanda, forms part of the West Africa & Great Lakes Team (WAGL). The WAGL team also work in Nigeria, Sierra Leone, & Liberia, with offices in Nigeria and Sierra Leone.

The team in the region consists of;

- A Regional Representative (based in Kinshasa),

- The Team in Kinshasa including; a DRC Programme Manager, a PDFO, a ABG Programme Officer, Programme administrator and a bookkeeper, a Conflict transformation Coordinator, an Office Manager (all based in Kinshasa);

A DRC Programme Manager, Emergency Response Officer, Early Recovery and livelihoods Programme Officer, an advocacy Programme officer (All based in Goma).

- The team in Kigali including; a Psychosocial Programme officer and a programme support officer.

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