National Project Personnel - Administrative Assistant (Pemba, Mozambique)

Organizational Setting The crisis in northern Mozambique has rapidly deteriorated as a result of conflict, insecurity and violence in Cabo Delgado, leading to significant displacement, disruption of livelihoods and lack of access to basic services. While violence was previously confined to smaller villages, attacks on district capitals have increased, leading to larger displacement flows. The displaced people are seeking safety in several parts of Cabo Delgado, Nampula, Niassa and Zambezia, Sofala and Inhambane Provinces. Invariably, the internally displaced persons (IDPs) left behind almost all their possessions, including crop and livestock assets. The conflict is worsening food and nutrition insecurity in the region where communities are still to recover from the impacts of Cyclone Kenneth that landed in April 2019. As a result, food and nutrition insecurity has increased due to violence and disruption of livelihoods. COVID-19 pandemic has further exacerbated the vulnerabilities of the population of the province to a very serious humanitarian and socio-economic crisis. There are also serious indirect impacts on livelihoods, through disruptions to food supply chains and access to food, basic services and humanitarian assistance. Households may resort to negative coping mechanisms (e.g., eating fewer meals) that will have lasting effects on their lives and livelihoods.

It is within this context that the Food and Agriculture Organization of the United Nations (FAO) has launched the 2021 - 23 Agricultural Livelihoods Response Plan for northern Mozambique. Support provided to the IDPs and host communities will ensure they resume local crop production, fishing and livestock rearing activities while sustainably managing the soil, forest and fish resources. The Agriculture Livelihoods Response will further ensure that humanitarian interventions are appropriately linked to medium and longer-term actions that embraces both market-oriented and ecosystem-based approaches. Projects developed under the Agriculture Livelihoods Response Plan will contribute towards enhanced food and nutrition security of the populations, while laying the foundation to build resilient livelihoods against future climatic shocks and stressors.

Reporting Lines

The Administrative Assistant reports to the Hub Coordinator– Cabo Delgado and works in close collaboration with the Programme/Operations/Administrative Units in consultation with relevant Technical Units at FAO headquarters, at regional level (Regional Office for Africa, RAF) and subregional level (Subregional Office for Southern Africa, SFS).

Technical Focus

The Administrative Assistant in Pemba will support Country Office projects implementation regarding administrative services and Office administrative services in line with FAO rules and procedures. Tasks and responsibilities • Conduct administrative support functions in relation to staff. • Support the management in office administration/management. • Support in financial management, and ensuring financial Management System complying with FAO requirements set and maintained. • Support the management and administration of financial records and monitoring systems for the office. • Review and checking Payments/Invoices requests from project offices in accordance with FAO rules and procedures. • Verification of documentation for processing of payments ensuring correctness and completeness of requirements for input to the system including propriety of charge codes, validity of contracts, leases or agreements, etc. • Data entry of invoices in GRMS • Organize appropriate filling system; maintain records and files in accordance with FAO standard filling system. • Assist in handling day-to-day operational activities. • Support the Unit’s staff on all accounting, budget or financial queries. • Monitor vendor and operational advances and other receivables and ensure timely clearance of outstanding items, taking corrective follow up actions where required, ensure that all Operational advances are reconciled periodically. • Respond to both normal and unpredictable operational needs, in accordance with FAO rules and procedures. • Maintain contacts and liaise with relevant stakeholders, project colleagues as needed. • Conduct administrative support functions in relation to staff, office premises, furniture, equipment, vehicles and transport in accordance with FAO guidelines. • Maintain record and facilitate in financial procedures as per FAO guidelines • Ensure adequate maintenance of office premises, all equipment, security appliances and vehicles. • Provide general office support services to help ensure the smooth functioning of offices. • Review, record, route and/or process mail or other documents; gather pertinent background material; track and monitor follow-up action as required. • Arrange to keep a track of all incoming and outgoing correspondence including pouch/mail and ensure follow-up actions. • Timely processing of utility bills.

Travel in line with FAO rules and procedures • consolidate and monitor the travel plan for FAO Mozambique in line with FAO rules and procedures; • maintain all information regarding travel updated at FAO system (GRMS); • initiate and process the TAs (travel authorization) of the Office and submits for DSA payment; • processes the TEC (travel expenses claim)s when necessary; • monthly monitoring of the payment recovery (outstanding report) in GRMS regarding travel pre-payment; • manage the Travel Agency contract: Maintaining the contract properly filled, monitoring the reimbursement reports, monitors and process the invoices payment of the air tickets, maintains updated the information about authorized people to emit tickets and informing about any problems; • provide support in the preparation of national, international and high-level meetings/ seminars/workshops, searching for and organizing background information and documents, making travel and logistic arrangements for the meetings in Mozambique • set up and maintain files, both in hard copy and electronically related to the work of the office regarding travel activities; • Provide training regarding travel rules and procedures. • Ensure travel procedures are in line with UN Security policies • Monitoring of FAO travel system reports (IMIS) and workflow • Provide any information and guidance regarding FAO travel rules and procedures

Administrative Services in line with FAO rules and procedures

FAO vehicles: • Organize the driver’s daily work and provide guidance regarding ADM policies. • Also maintaining the logbook updated in COIN. • Provide cost refund regarding using of FAO assets and vehicles • Maintain FAO vehicles updated regarding insurance, taxes, legal documents and maintenance. Office Maintenance • Provide monitoring of FAO general services regarding guards, receptionist and others personnel in Pemba office • Monitor the daily supplies for Office • Ensure supplies for Office are in place and duly accounted • Monitor office maintenance, daily issues and propose solutions regarding bottleneck • Monitor FAO daily operational payments for telephone bills, DHL, filling company and others expenses related to Office maintenance and maintain control. • Ensure FAO meetings inside and outside are properly has supported ADM logistic • Assets monitoring and reporting Registry • Ensure the FAO central files are properly organized and updated in line with FAO policies • Monitoring the central file contract

Focal point for: • Environment focal point • UN Green • Security /Warden Performs other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration, Economics, Finance, Social sciences, etc. • Two years of relevant experience in administrative and office support work. • Working knowledge (Level C) of English; fluency in Portuguese • Good knowledge of MS Office applications, Internet and office technology equipment. Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in an appropriate format. • Mozambican National

FAO Core Competencies

• Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Work experience in NGOs, INGOs, UN or other technical and/or humanitarian assistance organizations. • Good knowledge of communication and documentation standards. • Good knowledge of the organizational structure.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/