Administrative Assistant

Maputo

Organization: FAO - Food and Agriculture Organization of the United Nations
Location: Maputo
Grade: Consultancy - Consultant - Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
- FRMOZ
Closing Date: Closed

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on your personal device date and time settings

FAO seeks gender, geographical and linguistic diversity in order to best serve FAO Members in all regions.

Qualified female applicants are encouraged to apply.

People with disabilities are equally encouraged to apply.

All applications will be treated with the strictest confidentiality.

Organizational Setting

FAO’s technical and strategical assistance to MozFIP is provided in the framework of the project “FAO’s Technical and Strategic Support to the Implementation of MozFIP”. The project focuses on five (5) components, namely\: (i) Forestry sector 20-year vision, strategy and action plan transparently and participatory developed and underpinned by a revised institutional and policy framework; (ii) Transparency, accountability, equity and overall sustainability of forest production is ensured through revision of forest concessions institutional framework; (iii) National forest sector planning and management are enhanced based on relevant and accurate information and data available through a Forest Information System; (iv) National Directorate of Forest (DINAF) staff and other stakeholders are empowered and have the knowledge, skills and capacity to manage the national forest endowment based on best forest management principles and; (v) Project Monitoring and dissemination of results.

Reporting Lines

Under the overall supervision of the FAO Representative in Mozambique (Budget Holder), and the technical supervision of the project’s Chief Technical Advisor (CTA), the Administrative Assistant (PPF) is part of the National Coordination Unit (NCU) and his/her main mission will be to provide administrative, logistics and overall support in the organization of the above-mentioned tasks in close interaction with the two CTAs and the local FAO Representation ́s office. FAO technical assistance within the two project is being performed in the DINAF office, in close collaboration with the national partner institutions. All relevant tasks foreseen in both project ́s components represent a complex challenge for the administration, as several national and international consultants will be involved in an interdisciplinary working schedule, including the organization of workshops, public consultancies, field trips, official events, beside an intensive interaction with the stakeholders.

Technical Focus

Under the overall guidance of the FAO Representative in Mozambique, and reporting directly to the two Chief Technical Advisers of the projects, the Administrative Assistant will\:

• Support the organize workshops, technical events, public consultancies, technical missions to project scope provinces throughout scheduling ensuring the overall administrative and logistic functioning of the events;
• Set up a scheme for the supervision of the implementation of both project´s components;
• Contribute good communication is established between FAO Rome and Sub Regional divisions and FAO Mozambique office, as well as with other partners, NGOs and government services at national and respective provincial level.
• Perform other related duties as required, including\:

Tasks and responsibilities

• Monthly meeting arrangements for steering committee of the projects and 4 components related to MOZFIP/FAO;
• scheduling and reporting of meetings, elaborating protocols and minutes;
• Elaborate official letters and invitations;
• Support travel schedules and relevant system requisitions (GRMS);
• Keep up to date an office board with all staff movement, staff leave, ongoing field activities;
• Support FAO administrational departments tasks (HR, Finance, Logistic, Procurement etc.);
• Arrange hotel bookings, transportation and facilities accessible and deal with related issues for the scheduling of events;
• Ensure that photocopies, prints and storage of relevant documents are made in
• Due time, providing for signing by responsible persons;
• Liaise with drivers on daily work schedules
• Protocol of the steering committee meetings (1 per month) for both projects
• Prepare field mission arrangements (related to both projects);
• Office board creation and weekly update for both projects;
• Prepare Workshops and meetings
• Assist in the organization of national and provincial meetings/workshops related to MozFIP and GEF project.
• Manage petty cash and day to day expenditures
• Book flights and organize accommodation for project team and CTA´s

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School Diploma, management or accounting certificate is an advantage
• At least two years’ experience working with administrative, logistics or operations role;
• Ability to identify and resolve problems expeditiously and pragmatically; tact, initiative and sound judgment; ability to establish and maintain good working relations with people or different national and cultural backgrounds;
• Standard computer skills required;
• Portuguese language skills preferential, English language skills is an asset.
• National of Mozambique

FAO Core Competencies

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

Technical/Functional Skills

• Work experience in more than one location or area of work
• Extent and relevance of experience in field based projects
• Extent and relevance of experience working with communities or forest projects

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

This vacancy is now closed.
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