Administrative Assistant Tempo Inteiro NOVO

Background

Job Purpose and Organizational Context

Since 2017, Cabo Delgado in northern Mozambique has endured escalating violence by Non-State Armed Groups (NSAGs), rooted in deep socio-economic exclusion compounded by recent natural resource discoveries. The conflict has severely disrupted service delivery, intensified already high illiteracy levels (60% vs 40% nationally), and worsened extreme youth unemployment (two to three times higher than adults). Women and girls remain disproportionately vulnerable due to entrenched gender inequalities, limited education, and high rates of gender-based violence. Local institutions, meanwhile, struggle with limited capacity to provide basic services amidst insecurity and displacement.

To address these challenges, the African Development Bank (AfDB) is financing the Resilient Investment for Socio-Economic Empowerment, Peace and Security (RISE-PS) project, implemented by UNDP in collaboration with the Government of Mozambique and executed through the Northern Integrated Development Agency (ADIN). The project aims to restore livelihoods, expand economic opportunities, and enhance access to gender-sensitive social services as a pathway to peacebuilding and resilience in Cabo Delgado.

The RISE-PS project is structured around four interlinked components:

1. Access to Social Infrastructure – Rehabilitation of 150 community facilities (schools, youth centers, rural markets, health posts, water systems, culverts, etc.) through community-driven, labor-intensive approaches, creating ~4,500 short-term jobs for vulnerable youth and women, impacting nearly 20,000 people.
2. Skills and Entrepreneurship Development – Delivery of vocational training (TVET) and start-up support to over 2,200 youth, women, and people with disabilities; provision of conditional grants to restore 2,000 micro-enterprises; and establishment of Business Development Services (BDS) centers in Palma, Pemba, and Ancuabe, leveraging private sector partners such as MozUp and MozParks.
3. Private Sector Growth and Market Access – Construction of an SME Village within the Afungi Agro-Industrial Hub (50,000 m² with warehouses, workshops, logistics hubs, energy/water/sanitation services, and incubation facilities) to host up to 100 SMEs, half women-owned. The project will also facilitate business linkages, formalization of 500 MSMEs, and market access for local producers.
4. Institutional Support and Project Management – Strengthening ADIN’s capacity to lead conflict-sensitive development, coordinate peace-positive investments, manage data systems, and engage communities through transparent beneficiary selection frameworks validated by Interpeace.

The Administrative Assistant will provide comprehensive administrative, clerical, and logistical support to the Project Management Unit (PMU), enabling smooth daily operations and effective delivery of project activities. Under the guidance and supervision of the Operations Manager, the Administrative Assistant manages schedules, correspondence, and project records; organizes meetings, workshops, and missions; and supports procurement, HR, and financial processes in compliance with UNDP and AfDB standards. The role includes preparing reports and communication materials, maintaining accurate filing systems, and ensuring efficient logistical arrangements for field activities. The Administrative Assistant works in close collaboration with operations, programme, and project staff in the Country Office as well as other UN agencies to exchange information and ensure consistent service delivery. The role promotes a client-oriented, quality, and results-focused approach, ensuring that technical staff remain supported to concentrate on achieving project outputs on time and at the required quality.

Duties and Responsibilities

Based upon the above background, UNDP is planning to recruit an Administrative Assistant for the RISE-PS project. The incumbent will have the following roles and responsibilities:

1. Provide administrative and logistical support to the Project Management Unit

• Schedule and coordinate internal meetings, briefings, and planning sessions.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Manage office supplies and ensure availability of essential resources.
• Support document preparation, formatting, and printing for project activities.
• Assist with logistical arrangements for project events and field visits.
• Track deadlines and maintain a shared calendar for the PMU.
• Facilitate communication between PMU and other departments.

2. Support procurement, financial, and HR processes in line with organizational procedures

• Prepare and submit procurement requests in accordance with UNDP guidelines.
• Assist in drafting Terms of Reference (TORs) and scopes of work for consultants and vendors.
• Track and reconcile petty cash and expense reports.
• Support recruitment processes, including scheduling interviews and compiling documentation.
• Maintain records of contracts, purchase orders, and payments.
• Liaise with finance and HR units to ensure timely processing of transactions.

3. Coordinate travel, workshops, and field missions

• Arrange travel bookings and itineraries for staff and consultants.
• Prepare travel authorizations and ensure compliance with travel policies.
• Coordinate logistics for workshops, including venue, catering, and materials.
• Compile participant lists and manage workshop registration.
• Support field mission planning, including transport and accommodation.
• Ensure timely submission of travel claims and mission reports.
• Maintain a travel and event calendar for visibility and planning.

4. Maintain accurate filing, correspondence, and record-keeping systems

• Organize and update digital and physical filing systems for project documents.
• Maintain logs of incoming and outgoing correspondence.
• Archive contracts, reports, and meeting records systematically.
• Ensure confidentiality and secure storage of sensitive documents.
• Create templates for standardized documentation.
• Conduct periodic audits of files to ensure completeness and accuracy.
• Support retrieval of documents for audits or reporting purposes.

5. Assist in preparation of project reports, presentations, and communications

• Compile data and inputs from field teams and partners for reporting.
• Draft sections of progress reports and donor updates.
• Design and format presentations for meetings and stakeholder briefings.
• Support development of newsletters, fact sheets, and visibility materials.
• Coordinate translation of documents when needed.
• Proofread and edit communications for clarity and consistency.
• Maintain a repository of project photos and success stories.

6. Ensure smooth daily operations of the project office

• Monitor office maintenance and liaise with service providers as needed.
• Ensure functionality of IT equipment and coordinate technical support.
• Track attendance and leave records for project staff.
• Manage office access and security protocols.
• Support onboarding of new staff and consultants.
• Maintain inventory of office assets and conduct regular checks.
• Address day-to-day operational issues promptly and efficiently.

7. Liaise with institutional counterparts to align administrative processes

• Schedule coordination meetings with government and partner institutions.
• Share updates and documentation to ensure alignment on procedures.
• Support joint planning and review sessions with counterparts.
• Facilitate exchange of administrative templates and reporting formats.
• Track commitments and follow up on agreed actions.
• Maintain contact lists and communication logs with institutional partners.
• Participate in forums when delegated.

8. Perform any other tasks assigned by the Operations Manager

• Provide support during emergency or high-priority tasks.
• Assist with data collection or analysis for special assignments.
• Contribute to internal audits or compliance reviews.
• Support donor visits or high-level missions as needed.
• Participate in cross-functional initiatives or working groups.
• Take on temporary responsibilities during staff absences.
• Ensure timely execution of delegated tasks with regular updates.

Required Skills and Experience

Education:

• Secondary education is required.
• University degree (bachelor´s degree) in Business Administration, Public Administration, Finance/Accounting or equivalent field will be given due consideration, but it is not a requirement.

Experience: 

• Minimum of 5 (five) years (with secondary education) or 2 (two) years (with bachelor’s degree) of relevant experience in financial management and oversight, or experience in various aspects of administration including general administration, procurement and human resources.

Required Skills

• Knowledge and experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Working knowledge of spreadsheet and database packages, as well as experience in the handling of web-based management systems.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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