Operations Associate Officer

Job Summary

The Operations Associate Officer will perform a range of administrative, logistic, procurement, fleet, subaward, compliance and other operations-related tasks in accordance with the Helen Keller International Procedures Manual to support program implementation under the supervision of the Operations Manager.

Key Responsibilities

Administration and Program Implementation Support

• Ensure the proper functioning of the national and field office (infrastructure, services, communications, etc)
• Provide administrative and logistical support to the program team. It includes booking of flights and hotel reservations, arranging transportation, review of travel authorizations, documentation and payments;
• Ensure the payments of suppliers fixed monthly costs in accordance with contracts (security, Internet, fuel, office suppliers, cleaning and gardening);
• Ensure the effective functioning of office facilities, equipment, and communications systems.

Procurement Support

• Support procurement processes, using the KProcure System, in compliance with Helen Keller Intl policies and donor regulations;
• Prepare procurement documentation, including solicitations, RFQs, bid analyses, purchase orders, and procurement files;
• Coordinate supplier sourcing, quotation collection, and vendor communication to ensure timely and cost-effective procurement;
• Maintain accurate procurement records in SharePoint and support procurement planning and reporting.

Logistics and Operational Support

• Support maintenance and repairs and support fleet management activities;
• Support in managing logbooks, control, and filling by ensuring thorough completion by drivers for each journey;
• Support in managing the system to monitor and control fuel usage for vehicles.

Management of beneficiaries of sub-agreements

• Ensure that requests for funds from beneficiaries submitted and approved by HKI are in accordance with the contracts;
• Ensure the appropriate sharing of resources with the beneficiaries of the sub-agreements, including the allocated resources.

Compliance and Reporting

• Ensure that all operations comply with Helen Keller Intl internal procedures and donor regulations;
• Prepare monthly operations reports to share with the Maputo national office;

Team Spirit

• Reflect the values of Helen Keller Intl with team members, local staff, beneficiaries, and external contacts;
• Acts as the focal point for all operations and project-related issues and is responsible for proper coordination among all concerned stakeholders;

This job description covers the anticipated main tasks. Other tasks may be assigned as necessary.

Required Qualifications

• University degree in Business administration, procurement, logistics, or any other related field deemed relevant;
• Professional experience in the field within an international NGO is an asset, with a minimum of 5 years of experience in operations or procurement management;
• Excellent written and oral communication skills in Portuguese and English;
• Ability to work in an electronic procurement system;
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Skills

• Organizational skills and good interpersonal skills;
• Ability to work on multiple projects;
• Sense of confidentiality.

How to apply

Interested candidates to send their cover letter and a curriculum vitae to Email mz-recrutiment@hki.org Please indicate the position on the subject line of the email. The deadline of application is 12th July 2026

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