Administrative Assistant

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) is a specialized agency of the United Nations established in 197

• Its mission is to promote socially and environmentally sustainable human settlements and to ensure adequate shelter for all. UN-Habitat operates globally, focusing on urban development and the challenges posed by rapid urbanization. The organization has been active in Mozambique since 2002, implementing various projects aimed at improving urban living conditions and addressing issues such as land tenure, urban planning, and climate change adaptation. UN-Habitat's work is guided by the Habitat Country Programme Document (HCPD 2022-2026), which outlines its strategic objectives and interventions in the country. Currently, UN-Habitat has offices in several cities across Mozambique, including Maputo, Beira, Tete, Nampula, and Pemba, and is involved in addressing the pressing challenges faced by urban populations, particularly in the context of the ongoing crisis in Cabo Delgado Province.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the operations of the UN-Habitat Northern Sub-office in Mozambique. This position requires a detail-oriented individual who can manage administrative and logistical tasks effectively. The Administrative Assistant will work under the supervision of the Head of the Northern Sub-Office and the Programme Management Officer (PMO). The primary expectation from this role is to ensure that all administrative activities comply with UN regulations and that logistical support for project activities is provided efficiently. The role involves preparing administrative documents, organizing workshops and trainings, managing travel arrangements, and maintaining office assets. The Administrative Assistant will also be responsible for ensuring transparency and compliance with regulatory standards in all tasks undertaken.

Duties and Responsibilities:

• Provide quality administrative and logistical management, ensuring full compliance with UN/UN-HABITAT/UNDP rules and regulations.
• Prepare necessary documentation for project activities, including administrative team work plans.
• Organize local workshops, trainings, and field missions, including travel and hotel bookings, and processing visa requests.
• Draft routine correspondence, reports, and maintain files in the Administrative Unit.
• Manage UN-Habitat sub-office assets, maintaining records and files related to asset management.
• Ensure transparency and compliance in all activities, adhering to regulatory standards.
• Support the organization of conferences, workshops, and retreats, and collect information for administrative surveys.
• Check vehicle logbooks and prepare maintenance reports for office vehicles.
• Handle customs clearance and prepare documents for UN-HABITAT shipments. 1
• Perform any other tasks necessary for the proper execution of activities.

Required Qualifications:
The ideal candidate for the Administrative Assistant position should possess strong organizational and administrative skills. They should demonstrate a high level of professionalism and the ability to work collaboratively within a team. The candidate must have a thorough understanding of UN regulations and policies, particularly in relation to administrative and logistical management. Additionally, the candidate should exhibit excellent communication skills, both written and verbal, and be able to draft correspondence and reports accurately. Attention to detail and the ability to manage multiple tasks simultaneously are essential for success in this role.

Educational Background:
A minimum of a secondary education is required, with a preference for candidates holding a diploma or degree in administration, management, or a related field. Relevant certifications in project management or logistics would be advantageous. Candidates should have a solid understanding of administrative processes and procedures, particularly within the context of international organizations.

Experience:
Candidates should have at least 2 years of relevant experience in administrative support, logistics, or project management. Experience working in a UN or similar international organization is highly desirable. Familiarity with the socio-economic context of Mozambique, particularly in relation to urban development and humanitarian issues, will be considered an asset. The ability to work under pressure and adapt to changing circumstances is crucial for this position.

Languages:
Fluency in English is mandatory, as it is the working language of UN-Habitat. Proficiency in Portuguese is highly desirable, given the local context of Mozambique. Knowledge of additional languages spoken in the region would be considered an advantage, as it may facilitate communication with local stakeholders and communities.

Additional Notes:
This position is a national UN Volunteer assignment, and the selected candidate will be responsible for arranging their own housing and living essentials. The role is based in Pemba, Mozambique, with possible inland missions. National UN Volunteers are part of a malicious insurance plan and are expected to be culturally sensitive and adapt to the local culture and traditions. The position may require flexibility in working hours and the ability to travel within the country as needed.