Administration and Logistics Officer

Job Description

KEY INFORMATION
Job Title: Administration and Logistics Officer
Position Type (full/part time): Full time
Duration/Level of Effort (long/short term): Up to 52 months
Position Location (e.g. city, country, remote) : Maseru, Lesotho


SUMMARY OF THE PROJECT
The BETA Project is one of four MCA-Lesotho II Projects that comprise the second Compact. Its ultimate goal is to stimulate an increase in firm level profiles and employment from a pipeline of 50 mature stage businesses and 500 MSMEs supported by the Project with focus on those owned by women, youth and other socially underprivileged groups, and MSMEs in rural areas, and priority given to those working in the Horticulture sector.

This will be achieved through three interrelated Activities and Sub-activities, and a supporting Monitoring, Evaluation and Learning (MEL) component. Each Activity under the BETA has specific objectives that align with other Activities as per below:

1. Pipeline Development (PD): objective is to improve the profitability of identified existing or new high potential enterprises, support their growth towards business maturation through direct Technical Assistance (TA) and Business Development Services (BDS) and targeted grant-making, with a focus on women and youth owned enterprises.
2. Business Ecosystem Strengthening (BES): objective is to increase private sector participation in public sector decisions to improve delivery of public goods and services by supporting the establishment of a Public Private Dialogue (PPD) mechanism and strengthening standards and Quality Assurance (QA) mechanisms.
3. Financial Ecosystem Strengthening (FES): objective is to increase financing options for enterprises, prioritizing MDIH farmers but also including other sectors through structuring financial products and building the capacity of related actors to nurture growth, development and facilitate innovation in the sector.
4. Learning Agenda and Monitoring and Evaluation (M&E) tasks: monitors for effective delivery, improvement and evidence-based decision making; informs programmatic improvements; creating a feedback loop from BETA businesses to enable scaling out successful programmatic elements and revisiting less effective ones.

SUMMARY OF THE POSITION
Under the supervision of the Finance and Administration Officer (FAO) and in close collaboration with the Partnership & Stakeholder Engagement Coordinator (PSEC), the primary duty of the Administration & Logistics Officer (ALO) will be to provide on-the-ground administrative, logistical, and project implementation support, as needed. The ALO will work closely with the FAO to ensure that BETA is implemented with sound administrative principles in line with Cowater’s procedures.


KEY RESPONSIBILITIES
The responsibilities of the Administration & Logistics Officer include, but are not limited to:

Project mobilization and management to achieve the following results:

• Contribute to all activities as required to set up the Project office in Maseru
• In collaboration with the Chief of Party, Finance and Administration Director and relevant HQ staff support the establishment and implementation of business processes and procedures and operations, including training and oversight on adherence of the Processes and Procedures Manual, Financial Manual, Security Plan and tools to ensure overall efficiency of systems and processes and in compliance with Donor and Cowater safeguards and policies.
• Any other related task.

Reports and Communication

• Assist the team by providing logistic support to media releases, briefings, communications activities and other Project promotion events.
• Assist Project team members with correspondence and filing.
• Proofread documents prepared by staff and consultants for spelling and grammar.
• Format, design and prepare documents for printing and copying, upon final approval of the Chief of Party.
• Keep all reports filed systematically in both electronic and hardcopy formats.
• Any other related task.

Coordination and Logistics

• Ensure all project administrative activities are coordinated effectively.
• Support and organize the logistics for HQ-based staff, and others supporting the Project, who will travel to Lesotho, ensuring they receive pre-travel updates and guidance while in-country.
• In close collaboration with the PSEC, provide logistical support to workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire and providing point of contact support for participants at events.
• Coordinate and provide logistical support for Project activities, including travel arrangements, visas, field visits.
• Provide administrative support to team members.
• Assist in solicitation/procurement process for the project, this includes but not limited to, request for price offers, price analysis, opening bids and drafting the memorandum for selection.
• Maintain office supplies inventory, including toner for office equipment as well as kitchen supplies.
• Ensure timely delivery of goods and services.
• Responsible for petty cash administration and reports, and controls office supplies purchases.
• Any other related task.

Scheduling and Meetings

• In close collaboration with the PSEC, provide logistical support to the Chief of Party and Activity Managers in preparing for meetings, receiving delegations, and other important events;
• Coordinate meeting arrangements, booking meeting rooms and keeping management/staff calendars updated;
• Track staff travel and leave plans and records to ensure all staff members are kept informed of team location and availability;
• In close collaboration with the FAO, maintain booking schedules of project vehicles and drivers;
• Coordinate the monthly submission of staff timesheets, when required, and expense reports;
• Record and prepare minutes from staff meetings;
• Any other related task.

Front Desk

• Answer and forward calls in an efficient and professional manner and check general voicemail;
• Receive visitors in a professional manner;
• Program the phone system and voice mail as required and provide training to users;
• In collaboration with FAO and Cowater HQ IT Department, support staff with setting up their project computer and IT systems;
• Any other related task.

Others

• In collaboration with FAO, ensure the preparation and submission of office and petty cash reimbursement clams, financial reports and expense forecasts are submitted according to deadlines set by Chief of Party.
• Support the preparation and submission of quarterly progress reports summarizing key activities undertaken, implementation issues/challenges, and planned key activities for the coming quarter.
• Any other related task.

JOB REQUIREMENTS
Education:

• A bachelor’s degree or equivalent in social sciences, business administration or any other relevant field.

Minimum Experience:

• Minimum 5 years of relevant administrative experience.
• Minimum 3 years’ experience working on donor-funded projects (experience with previous or current MCA-Lesotho compact an asset).
• Strong experience coordinating and managing logistics, schedules and travels
• Strong experience supporting annual program planning and reporting
• Experience managing Petty Cash.

Essential Skills:

• Outstanding oral and written communication skills in English
• Familiarity with donor institutions and the international development sector.
• Ability to effectively prioritize multiple tasks within a group environment
• Multi-tasking skills (prioritizing and juggling various tasks effectively)
• Quality (accurate, precise, thorough, complete, attention to detail)
• Timeliness (meet deadlines, generally handle duties in an efficient and timely manner)
• Helpfulness / positive attitude / diplomacy
• Organization (tidy and efficient workspace and electronic files)
• Ability to analyze, plan and develop appropriate responses to complex situations and highly developed problem-solving skills.
• Strong computer skills including MS Office (Word, Excel, PPT, Outlook, and Share Point)

Language Proficiency: Professional fluency in English (written and spoken) is required; proficiency in Sesotho or other local languages is an asset.
Employment Conditions: Candidates need to have a valid Lesotho work permit to apply


APPLICATION PROCESS
Candidates are encouraged to apply by December 09, 2024 /as soon as possible.

For your application to be considered, please upload your documents as followed: Candidate Last Name, First Name, date, Title of the Position.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.
We thank all applicants, however only those shortlisted will be contacted.

About the Organization

ABOUT US
Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017.

We thank you for your interest in building a better tomorrow.