Office Manager, MozMEL Activity

Management Systems International (MSI), a Tetra Tech Company, is a Washington, D.C. metro area management consultancy with a 40-year history of delivering results for our clients. Our expertise is in the fields of monitoring and evaluation; democracy and governance; peace and stability; rule of law and accountability; education; gender and inclusion; strategic communications; and leadership and organizational development. MSI has implemented projects in 90 countries around the world such as Colombia, Indonesia, Jordan, Kenya, Mexico, Nigeria, Pakistan, Syria and Ukraine, and works domestically. We support clients ranging from the U.S. Government (e.g., the U.S. Agency for International Development, U.S. Department of Defense, U.S. Departments of State and Labor, and the Millennium Challenge Corporation) to large bilateral and multilateral donors (e.g., the World Bank and the United Nations Development Program). We also work with national and local governments, nongovernmental organizations (NGOs), think tanks, foundations and universities. For more information, please visit our website at www.msiworldwide.com.

Project Summary:

The Mozambique Monitoring, Evaluation and Learning (MozMEL) Activity seeks to improve USAID Mozambique’s ability to design and manage evidence-informed and local context-informed activities improved on a sustainable, long-term basis by providing USAID/Mozambique training, logistical, and technical support in monitoring, evaluation and learning (MEL) in the context of collaboration, learning and adapting (CLA).

**Please note: Only Mozambican citizens are eligible for this position**

Position Summary:

The Office Assistant will be a full-time position for MSI’s Maputo office in Mozambique. The Assistant will primarily provide support to USAID meetings and events taking place in the Maputo office. The Assistant will meet and greet visitors, coordinate bookings through HelpDesk, arrange for catering services, print documents, order supplies, and conduct other tasks as needed for meetings. Additional tasks will include other clerical and administrative duties related to office operations. This role will report to the Procurement and Logistics Manager.

Responsibilities:

• Greet visitors appropriately and clearly determine the purpose of the visitor in a professional manner.
• Screen and route messages when necessary.
• Direct visitors to the correct person when appropriate or prevent entry of visitors who do not have an appointment or do not have a legitimate business purpose with the project or company.
• Coordinate conferences and/or requested services including reserving conference rooms and facilitating participants’ needs and catering needs which will be primarily focused on the USAID events in Maputo.
• Welcome and attend to all office guests and answer the office door/telephone.
• Assist the Procurement and Logistics Manager in preparing equipment checkout forms and ensuring inventory is up to date.
• Support with the preparation of documentation for receiving goods and services for operations and the office, ensuring that goods delivered match specifications.
• Assist in the preparation of invitations, participant lists, preparing checklists, nametags, table tents, and preparing conference materials and informing participants.
• Coordinate and arrange physical maintenance and setup of the conference room as required.
• Support the Procurement and Logistics Manager with maintaining event diaries, sign in sheets and all relevant records related to travel and conferences.
• Track events and room availabilities through the HelpDesk system.
• Perform data entry as needed and maintain files and databases.
• Manage and order office and annexes supplies while ensuring quality control of cleaning services provided by selected vendor.
• Photocopy, collate, and file documents as required.
• Develop and maintain electronic and hard copy file systems.
• Ensure that all office functions, such as printing, communications, delivery, etc., are functioning effectively.
• Inspect the office and annexes on a daily basis to identify maintenance issues and liaise with the management of the building to address them timely.
• Seek and receive suggestions proactively from staff, partners, and client regarding improvements to the functioning of the office and facilities.
• Maintain a tracker of issues and improvements and report periodically to the Operations team and DFA.
• Manage invoicing for recurring vendors (i.e. processing invoices and request payment for rent, internet, IT provider, etc).
• Notify staff and coordinate repairs with the providers in the event of a malfunction occurring in the office.
• Assist in keeping with completing other tasks, in other areas to balance workloads, such as compiling reporting documents, etc., when needed and as possible.
• Perform any other administrative and clerical duties as required from time to time by the supervisor.