Administrative Assistant

Food and Agriculture Organization

Maputo, Mozambique

Experience: 0 to 3 Years

Skill Required: HR and Admin

Within the framework of the Food and Agriculture Organization of the United Nations (FAO) Emergency Centre for Transboundary Animal Disease Operations (ECTAD), under the policy and technical guidance of the Animal Health Officer/ECTAD Global Coordinator (NSAH), in line with programme management guidance from the Emergency and Rehabilitation Officer/ECTAD Global Programme Budget Holder (OER), the functional and administrative supervision of the FAO Representative in Mozambique, the direct supervision of the ECTAD country team leader in Mozambique, and in collaboration with ECTAD country and regional teams in Eastern Africa.

Tasks and responsibilities

To this purpose, the administrative assistant will undertake the following tasks:

  • •    Set up and maintain files in a logical and transparent manner
  • •    Assist in the scheduling and preparation of meetings and take minutes
  • •    Assist in the preparation and reviewing of Letters : routing for clearance/approval
  • •    Assist in the preparation of plans, including travel plans, procurement plans and other relevant plans
  • •    Create and maintain HR records for all project staff including consultants
  • •    Support the procurement unit whenever necessary
  • •    Facilitate the induction of new colleagues in all administrative related matters
  • •    Organize all travel related to the project
  • •    Set up a scheme for day-to-day office running
  • •    Review the project vehicle log books and fuel consumption and make timely requests for fuel replenishment
  • •    Maintain an up-to-date record of the project´s inventory
  • •    Assist project staff in liaising with all local partners particularly Government Agencies, facilitating good communication between all staff and stakeholders of the project.
  • •    Prepare and submit procurement related documentation to the procurement panel
  • •    Use online administrative systems in support of project implementation
  • •    Perform other duties as required and requested by the CTL and other team members

Candidates Will Be Assessed Against The Following

Minimum Requirements

  • University Degree in administration or related social sciences 
  • Minimum of 1 year of experience in  similar role
  • Working knowledge (level C) of English;
  • Portuguese mother tongue;
  • National of Mozambique.

 Technical/Functional skills

  • Ability to work under pressure and with minimum supervision
  • Proficiency in MS package and other related computer applications is highly desirable
  • Ability to work in interdisciplinary teams and with multiple stakeholders;
  • Experience with UN, and other International Organizations would be an asset.