Job Description (Terms of Reference)

Background of We Effect

We Effect is an International non-governmental organization, having its headquarters in Sweden and working in more than 20 countries in five regions: South Africa, Eastern Africa, Latin America, Europe, and Asia. In line with its regional and global strategy, We Effect, Sri Lanka has been supporting development and humanitarian work for over many years, mainly working in partnership with cooperatives and community-based organizations with the aim

of reduction of poverty and injustice. We Effect promotes a human rights-based approach to strengthen participating civil society organizations and cooperatives to address the needs and rights of their members and communities and works in the following five areas: Strengthen civil society organizations and partner organizations, Sustainable livelihoods, Effective equitable and just food systems, Gender equality, Climate change and resilience.

Position: Administrative Officer

Location: Colombo, Sri Lanka (National Position)

Reports to: Country Director

Objective: To provide Administrative services at the We Effect Country Office in Koswatta, Battaramulla, Sri Lanka.

General:

·       Accept and respect the principles and values of the We Effect

·       Promote and development of relationships with the partner organizations on a concept of a partnership founded on shared values, mutual respect, reciprocity of learning, and transparency

·       Respect and adhere to the We Effect’s anti-corruption policy. Never accept or be promised request or give a promise or offer a bribe or other undue rewards, remuneration, compensations undue advantage or benefit of any kind, which constitutes illegal or inappropriate behaviour. In all administrative practices strictly follow the laws of the country.

·       Inform all partners as well as other stakeholders such as consultants about We Effect’s code of conduct and anti-corruption principles

·       Be responsible for the quality of the organization and services and ensure the proper care and maintenance of its assets

·       Report any illegitimate expenses misuse of funds or other false financial claims to the Country Director/ Regional Director in Stockholm.

·       Keep Confidential all financial and sensitive information about the Country Office and its projects

·       Carry out any other tasks assigned by the Country Director for the good functioning of the Country Program, office, and projects

Roles and Responsibilities

·       Be responsible for the administrative functions of the country office; including maintaining leave records, vehicle movements, day-to-day office operation, maintain the office environment.

·       Be responsible for the periodical control of the management of the Office’s petty cash

·       Be responsible for coordinating with vendors and suppliers and ensure timely payments with the liaison of finance staff

·       Asset maintenance and procurement: Administration of assets, office material and maintenance and handling the stationary requirement of the Country Office and related functions including letters.

·       Maintain Country Office filing and documentation.

·       Vehicle administration including maintenance and arrange external vehicles for hiring purposes, if needed.

·       Be responsible for preparing administratively related TORs and agreements

·       Assist the We Effect staff to arrange drivers on field visits or provide driving services upon requests

·       Assist in organizing of field visits of the staff including hotel bookings, and arrangements of transport, and Support in organizing visits of We Effect staff and partner organizational staffs of other countries.

·       Support in organizing the Country Office meetings, partner meetings, program meetings, training, any other required meetings by the country staff and responsible for documenting the meeting minutes

·       Support the staff in preparation of letters, tender notices, paper advertisements, etc.

Qualifications:

·       A degree with 2 years’ experience in a related field OR a diploma or similar academic qualification with 4 years of experience

·       Ability to communicate and handle suppliers

·       Excellent conceptual and communication skills, interpersonal skills, work independently, work well in a team, deadline management, and ease of working towards set goals

·       Ability to be flexible in demanding situations while handling multiple priorities

·       Good knowledge of national relations, and development cooperation

·       Good verbal and written command of English, Sinhala/Tamil languages, fluency in both local languages is an added advantage

·       Fluent in MS Office applications

·       Available to work full time

·       Able and willing to travel within the country when required

·       A good problem solver, team worker, analytical, creative, and innovative

Application

Apply by uploading your CV and cover letter to EMAIL srilanka@weeffect.org no later than DATE 31^st January 2024

The employment is on a renewable contract basis with a six-month probation period. Start date as soon as possible.