Administrative Assistant

UN-HABITAT MOZ organization mission TBD

Since 2017, the northern Province of Cabo Delgado has been plagued by extremist attacks perpetrated by armed groups, which has resulted in widespread violence, particularly against women, girls, children and young people, as well as significant destruction of public and private infrastructure such as schools, hospitals and mainly housing. The conflict in Cabo Delgado Province generated a large-scale population displacement (more than 850.000 people) that influenced the human geography of Northern Mozambique. Several cities and towns have doubled in size in just a few months, and new villages have been created due to the high number of internally displaced people looking for safer areas. This situation has caused an exponential increase in the population's needs in terms of access to basic services and infrastructure, adequate housing, food, livelihoods and employment/income opportunities which brings great challenges in terms of social cohesion, security and protection. At this juncture, there is a need to carefully assess the socio-economic impacts of long-term investment decisions.
To respond to this context, UN-Habitat in Mozambique developed the Northern Mozambique Umbrella Programme (2022 – 2026) which seeks to propose a set of coherent interventions at different territorial scales to transform the crisis affecting Northern Mozambique into an opportunity to achieve the Humanitarian-Development-Peace Nexus in alignment with strategic Government tools such Programa de Resiliência e Desenvolvimento Integrado do Norte (PREDIN).
For this purpose, UN-Habitat intends to reinforce its capacity in the Northern Sub-office to support the implementation of the Umbrella Programme projects in Nampula, Niassa and Cabo Delgado province in this critical initial stage. To achieve this, an Administrative Assistant will be hired under a Service Contract (SC) for the period indicated above to be based in Pemba city with possible inland missions.

Under the overall supervision of UN-Habitat Head of Northern Sub-Office and the direct supervision of the Programme Management Officer (PMO), the Administrative Assistant will be responsible for ensuring that the implementation of activities of the Northern Sub-office and relevant projects are managed rigorously and transparently and that logistical activities are handled smoothly and effectively, and she/he will fulfil the following duties and responsibilities:
1. Provide quality administrative and logistical management based on the preparation of quality administrative documents at the local level in the implementation of project activities in general, namely:
• Full compliance of administrative activities with UN/UN-HABITAT/UNDP rules, regulations, policies and strategies;
• Provision of inputs for the preparation of the results-oriented administrative team work plan.
2. Provide logistical support in organizing local workshops, trainings, field missions and visits, namely:
• Preparation of all necessary documentation, follow-up actions, drafting of correspondence related to all activities;
• Organization of travel and hotel bookings, preparation of travel authorizations;
• Support to staff and dependents in processing visa requests, ID requests and other documents as required by the UN and national government;
• Administrative support to the organization of conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys;
• Drafting routine correspondence, faxes, memoranda and reports in accordance with CO-SOP;
• Extracting, entering, copying and filing data from various sources;
• Maintaining files in the Administrative Unit;
• Checking vehicle logbooks and drafting vehicle history and maintenance reports;
• Receiving consignments, customs clearance, preparing documents for UN-HABITAT shipments (incoming/outgoing), making arrangements for shipments.
3. Ensure maintenance and management of UN-Habitat sub-office assets:
• Collect information on asset management, maintain records and files on asset management;
• Maintain office-related files and records.
4. Perform all tasks necessary for the proper execution of all activities, with full transparency and compliance with regulatory standards.