Administrative Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The United Nations High Commissioner for Refugees (UNHCR) is an international organization with the mandate to assist persons in need of international protection; asylum seekers; refugees; statelessness; and internally displaced persons. The UNHCR operation in Mozambique has its main office in Maputo, Sub-Office in Pemba and Field-Office in Nampula.

Mozambique is one of the most affected countries in the world by climatic-related hazards, like floods, cyclones and tropical storms. Since the beginning of the year the country has been already impacted by 5 tropical storms which regularly hits the northern coastal areas affecting thousands of families both in rural and urban locations.

The conflict in the northern Mozambique will soon reach its fifth year. The civilian population continues to be severely affected and targeted by the actions of Non-State Armed Groups (NSAG). The number of conflict-induced internally displaced persons (IDPs) is estimated to 735,000.

Within the delegated authority and under the supervision of the Assistant Administrative Officer or his/her designated mandated representative, the UN Volunteer Senior Admin Assistant will:

• Assist the management to organize and run UNHCR Offices in Maputo. • Assist the office with admin related procurements under PO limit. • Maintain and manage office supplies stock (procurement, distribution and up to date inventory). • Assist in administrative formalities related to travel arrangements and issuance/renewal of visas, licenses, travel arrangements and other similar documents. • Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents, and reports, some of which may be highly confidential. • Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR, including preparation of the Travel Authorizations in MSRP. • Prepare payment vouchers in MSRP. • Perform other related duties as required.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Professionalism: demonstrated understanding of operations relevant to UNHCR; technical capabilities or knowledge relevant or transferrable to UNHCR procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and UNHCR in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNHCR’s mission and vision, as well as to the UN Core Values.

• Business Administration, Finance, Office Management, other relevant field OR 1year relevant work experience with Bachelor or equivalent or higher • Excellent oral and written skills; excellent drafting, formulation, reporting and analytical skills; • Accuracy and professionalism in document production and editing; • Highly organized and result oriented; • Excellent interpersonal skills; culturally and socially sensitive; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment. • Self-motivated

Mozambique has a total population of about 29 million people and Maputo is its capital city. The total area of Mozambique is 799,380 square kilometers. It is situated along the Indian Ocean in the Southeastern part of Africa. Mozambique borders the United Republic of Tanzania to the north, Malawi, Zambia, Zimbabwe, South Africa and Eswatini from the north-west all the way to the south.

Mozambique is divided into ten provinces (provincias) and one capital city, Maputo, that has the status of a province. The provinces are subdivided into 129 districts; which are further divided into Administrative Posts (405 in total). Below the Administrative posts are localities, which are the lowest administrative levels.

Maputo (local of the duty station): the climate is tropical hot and humid. The hottest and wettest months are December to February, when the average daily minimum temperatures are around 22°c and the average daily highs of 30°c. The rain season is between October and April. Winters (June to August) are mild with the average daily temperature ranging from 13°c to 24°c. Floods occur every two to three years, with higher levels of risk in the southern provinces. Seasonal rains (November to April) and the lack of drainage infrastructure to accommodate stormwater runoff often leads to flash floods.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.