Operations Assistant

Organization Overview

Helen Keller International (HKI) is a global health organization dedicated to eliminating preventable vision loss, malnutrition, and diseases of poverty. Guided by a legacy of transformative work, HKI delivers life-changing health solutions to vulnerable communities. In Mozambique, HKI is focused on promoting nutrition-sensitive agriculture, enhancing maternal and child nutrition, and fostering community-based health programs to ensure improved health outcomes across the country.

 

Job Summary

The Operations Assistant will perform a range of administrative, logistic, security, 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

Admnistration and Project Implementation Support

• Ensure the proper functioning of the provincial office (infrastructure, services, communications, etc)
• Provide administrative and logistical support to the program team and field activities. It includes booking of flights and hotel reservations, arranging transportation, review of travel authorizations, documentation and payments;
• Welcome, guide, and provide information to visitors;
• Provide support in managing mail and/or other documents;
• Ensure the payments of suppliers fixed monthly costs in accordance with contracts (security, Internet, fuel, office suppliers, cleaning and gardening).

Logistics and Operational Support

• Support in training other staff in Helen Keller Intl operations and administrative procedures;
• Monitor inventory and ensure the rational use of resources;
• Support with physical inventory count on an annual basis, and ensure that all equipment has an inventory number;
• Support in coordinating the disposition of equipment following donor conditions and HKI policies and procedures;
• Ensure proper management of any Helen Keller Intl stocks, carrying out spot checks of stores;
• Support in managing logbooks-control and filling by ensuring thorough completion by drivers for each journey;
• Managing the system to monitor and control fuel usage for vehicles;
• Follow up with Fleet on allocation and proper rotation of appropriate work and assignments to the Drivers;
• Support in other tasks as directed by Operations Manager/Supervisor.

Security and Risk Management

• Support the implementation of security protocols and contingency plans at the local level;
• Provide regular updates on the security situation in the province Sofala and the districts of intervention, including the support of the provinces of Manica, Tete and Gaza.

Management of beneficiaries of sub-agreements

• In coordination with the technical team, support the planning and budgeting process for sub-agreements, ensuring that the budget is feasible;
• 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;
• Participate in internal and external audits, providing documentation and clarification when necessary.

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 main tasks that are anticipated. Other tasks may be assigned as necessary.

Required Qualifications

• University degree in supply management, logistics, or any other related field deemed relevant;
• Professional experience in the field within an international NGO is an asset;
• Excellent written and oral communication skills in Portuguese and English;
• Ability to work independently.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Skills

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

How to Apply

Interested candidates should submit a CV and cover letter detailing their experience and qualifications relevant to the Operations Assistant role to mz-recruitment@hki.org until October 15, 2025

In the spirit of our founder and namesake, Helen Keller is dedicated to building an inclusive workforce where diversity in all its forms is fully valued.