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.

UNFPA is the lead United Nations. agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan 2022-2025, focuses on three transformative results: to end preventable maternal death; to end unmet need for family planning; end gender-based violence and harmful practices.

UNFPA’s long standing presence in Mozambique has allowed the agency to build strong networks with governments, local NGOs, UN agencies and other partners to ensure that sexual reproductive health and rights and responses to gender-based violence are integrated not only in the development programmes but building into the emergency and recovery responses.

In response to the growing insecurity in the north of the country (Cabo Delgado) and the spread of COVID-19, UNFPA Mozambique has been supporting the Government of Mozambique to ensure the continuity of sexual and reproductive health and gender-based violence prevention and response services, while helping to address the urgent and acute needs of women and girls. In addition, UNFPA is supporting the Government’s response to COVID-19 and working to mitigate its secondary impacts on the most vulnerable.

The UNFPA Country Office works in partnership with several implementing partners (IPs) from Government, academia and NGOs. Its staffing is organized into two complementary units: Programme and Operations. The Operations Unit ensures the smooth operation and delivery of programme’s interventions. The assigned International UNV will work within the Operations Unit to provide support to (a) programme staff and (b) implementing partners in the areas of administrative management and operations.

Under the direct supervision of the Logistics Associate, the UN Volunteer will undertake the following tasks:

1. Operational support ● Provide support to implementation of travel and administrative management best practices, ensuring that travel, vehicle rental, hospitality and non-hospitality events are performed in adherence to UN/UNFPA rules, regulations and strategies and that procedures are complied with at all CO units; ● Support in the management of all administrative aspects of the office, proposing adjustments and improvements to existing procedures and SOPs and fully compliance with policies. ● Support the routing of payments via the AODOCs electronic document and transactional management system. Support to office management of stationery and office utilities.
2. Travel, Administration and Logistics & support ● Supports staff in all administrative aspects related to travel and transport management. ● Provides support to reviewing the accuracy and completeness of specifications for good/services to be contracted (Air tickets+ Vehicle requests + Catering + Conference venue + etc); ● Support to procurement of air tickets and vehicle rental for staff and supported delegates/partners as per UNFPA policies and procedures; ● Evaluates quotations/offers for administrative services and recommends/ proposes suppliers as appropriate; ● Processes purchase orders for tickets, DSAs, rented transport, etc in compliance with existing policies and procedures; ● Provides hospitality/catering/logistical/administrative support and follow-up for meetings/conferences; ● Provides logistical and administrative support and follow-up for all UNFPA events. ● Facilitates receipt, checking and timely confirmation of procured services/goods by programme staff; Verifies receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed ● Supports the development and management of the rosters of suppliers of administrative services ● Maintains an office filing system and assist in archiving ● When required, assist during asset inspection and verification; Acts as an alternate shipment tracker focal point; ● Supports timely provision & maintenance of services and office supplies
3. Services and contract managements ● Assists in maintenance and management of administrative agreements in accordance with UNFPA rules, regulation and procedures; ● Supports the development, drafting and issuing of contracts, service requests, letters for clearanceby International Operations Manager; ● Maintains an accurate and updated list of relevant UNFPA administrative services agreements and LTAs in place with dates of renewals; ● Liaises with internal colleagues and suppliers (or procurement team when applicable); ● Investigates and follows up on any provision of service related problem/inquiry to ensure suppliers’ adequate performance and customers’ satisfaction; ● Receives, tracks and processes invoices related to administrative services; ● Provides prompt responses to follow up on any query submitted by other UNFPA departments and/or clients whether directly involved or not. ● Undertakes other tasks and duties as assigned by the Head of Office, International Operations Manager or the

● Providing logistical support ● Managing data ● Managing documents, correspondence and reports ● Managing information and work flow ● Planning, organizing and multitasking ● Supporting financial data analysis ● Good organizational skills and are able to prioritize work schedules to meet clients’ needs. ● The ability for advocacy and advancing a policy oriented agenda ● A track record in innovation and marketing of new approaches ● Integrity, commitment and respect for diversity ● Skills to manage relationships, communicate and develop people ● An ability for analytical and strategic thinking and results orientation

Values ● Exemplifying integrity ● Demonstrating commitment to UNFPA and the UN system ● Embracing cultural diversity ● Embracing change

administration, procurement logistics field. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems.

Mozambique has a total population of about 25 million people and is located on the southeast coast of Africa. To the East, is the Indian Ocean, Tanzania, Malawi and Zambia is to the north, to the west is Zimbabwe and South Africa and to the South, Swaziland and South Africa. The total area of Mozambique is 799 380 Km square from North to South. It is tropical hot and humid. The hottest and wettest months in Maputo 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. Basic health facilities and food are available everywhere. The security situation is reliable but a lot of precaution is needed at the same time. Communication and transport services are available at various costs. Regarding accommodation and food, houses and apartments can be rented from US$ 1,000 to US$ 1,500 per month and meals at the restaurant cost between US$ 10 and US$ 30. Food, household commodities and clothing can be found in shops and local markets at reasonable prices. An entry visa is required for all travelers and must be obtained from Mozambican Embassy prior to travelling. The metical is the local currency and exchange rate stands at USD 1 equivalent to about 34 meticais (MZM) as per April, 2015. Commercial banks are operational in the country and Visa cards are accepted in very limited hotels. Maputo is categorized as a family duty station offering a variety of different accommodation options. It has a vibrant international community whilst also providing excellent opportunities to work in a national, Mozambican context.