Project Assistant G5 (Moztrabalha and UNJP SP)

1.1. UNJP
The International Labour Organization, with a funding from the Department for International Development of the United Kingdom (DFID), the Kingdom of the Netherlands and the Swedish International Development Agency (SIDA) has embarked on the implementation, jointly with UNICEF (Administrative Agent) of new UN Joint Programme on Social Protection in Mozambique, which will run until 30 June 2020.

The Joint Programme has been structured around a coherent package of interventions, all of which are included in the Mozambique’s National Strategy for Basic Social Protection 2016-2024 (ENSSB II) and fully aligned with its Operational Plan around the 38 “Strategic Actions”, but where the UN agencies have the mandate, capacity and strong working relationships with government partners so as to further strengthen the social protection system and legal framework in the country. Over the course of the programme (2017-2020), the two UN agencies involved (ILO and UNICEF) will work with partners at national, provincial and district levels to deliver the following results:

1. By 2020, clear programmes and policies designed to operationalize the ENSSB II
2. By 2020, robust evidence and clear advocacy on key components of the ENSSB II
3. By 2020, strengthened MGCAS’s capacity to coordinate and implement the ENSSB II.

1. 2. MozTrabalha

The International Labour Organization (ILO) embarked on the implementation of a project dubbed “Decent Work for Sustainable and Inclusive Economic Transformation” in Mozambique, MozTrabalha in short. MozTrabalha is a 5-year project (2017-2021) supported by Sweden that aims at supporting ILO constituents towards the creation of decent work for Mozambican women and men, in particular youth and those living in rural areas. The project has two components, one aiming at strengthening national institutional and policy environment, while the second one is aiming at creating decent, sustainable and green employment opportunities for target communities. Three priority sectors and three priority provinces were selected as part of a consultative process, namely: catering, cashew and construction materials. MozTrabalha puts forward a series of well-tested tools and strategies in order to attain results in those sectors, both at macro and micro level. The ILO deployed a team of international and national officers to assist in the implementation of the MozTrabalha.

Reporting lines:

Under the overall responsibility of the ILO Country Office Director for Zambia, Malawi and Mozambique, the Project Assistant (PA) will share her/his time between MozTrabalha and UNJP and will report directly to the heads of both programmes at the ILO Project Office in Maputo, Mozambique. S/he will work 50% of the time in each programme. The PA will report directly to the Sr. Finance and Administration Assistant in conjunction to the two Project Managers of the two projects (UNJP SP and MozTrabalha)
 

1. Assist in the programming and preparation of budget estimates and expenditure forecasts,
2. Assist in maintaining financial records for the programmes and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
3. Assist in preparing POs and TTs in IRIS and external collaboration and service contracts.
4. Support the Financial and Administrative Assistants of the 2 projects in maintaining contact with officials of local banks to obtain information on changes in procedures and regulations, exchange and interest rates, and matters pertaining to the maintenance of office bank accounts.
5. Draft correspondence, answer queries from national stakeholders and partners and obtain information for implementation of the programme.
6. Work in close collaboration with the Financial and Administrative Assistants of the 2 projects and the Programme and Finance Units in CO-Lusaka with preparing Office Financial Clearance, External Payment Authorisation and Budget Revisions for Project related activities.
7. Provide advice and assistance to officials and experts in preparing project budgets, project document revisions and budgets for other activities. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects.
8. Support the senior Financial and Administrative Assistants of the 2 projects in coordinating and managing the project administrative tasks
9. Responsible for all administrative tasks, including logistic supports to project staff, travel arrangements, visas, hotel reservations and provide logistical arrangements for seminars, conferences, workshops and meetings. As well as, settling of travel claims for project staff or others as appropriate.
10. Participate in the organization of conferences, seminars, workshops , training sessions and meetings
11. Arrange for the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises
12. Carry out specific operational and control tasks for project implementation
     

Completion of secondary education plus supplemented by technical or university degree in Social Science, Development studies, Economics and or other relevant fields will be an asset.

At least five years of relevant work experience of programme/project implementations in the area of employment, social protection and related activities. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Supervisory experience would be an asset. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.

Excellent knowledge of English and Portuguese.

• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitask.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system.
• Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
• Accuracy and ability to pay attention to details.
• Ability to search and retrieve information from databases and compile reports.
• Excellent oral and written communication skills.
• Customer service experience in order to provide courteous, prompt and efficient responses to clients.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

“Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position”.

ONLY SHORTLISTED CANDIDATES WILL BE ACKNOWLEDGED.