Travel & Administrative Associate

Job Posting Organization:
The United Nations Development Programme (UNDP) is the UN’s global development network, established to advocate for change and connect countries to knowledge, experience, and resources to help people build a better life. UNDP operates in 170 countries and territories, working closely with governments and communities to address global and national development challenges. The organization aims to empower lives and build resilient nations through sustainable development. The UNDP Mozambique Country Office is part of this global network, focusing on supporting the country's development agenda to improve living standards through sustainable practices. Since formalizing relations with the Government of Mozambique in 1976, UNDP has established a strong presence in key provinces such as Gaza, Sofala, Nampula, and Cabo Delgado, fostering relationships with local authorities, communities, and civil society organizations. The work of UNDP in Mozambique is guided by the United Nations Development Assistance Framework (UNDAF) and emphasizes human development, economic diversification, climate resilience, and inclusive governance.

Job Overview:
The Travel & Administrative Associate plays a crucial role in the UNDP Mozambique Country Office by providing essential administrative support and assistance in travel-related functions. This position requires a client-oriented approach, tact, and the ability to work effectively with individuals from diverse national and cultural backgrounds. The Associate will be responsible for managing schedules, gathering necessary resources, and communicating progress to team members. The role encompasses a wide range of administrative tasks, ensuring compliance with UN/UNDP rules and regulations, and contributing to the overall efficiency of the office's operations. The Associate will also coordinate travel arrangements, manage office supplies, and support the project team in various logistical and administrative matters, thereby facilitating the smooth functioning of the office and its projects.

Duties and Responsibilities:

• Ensure implementation of operational strategies, focusing on compliance with UN/UNDP rules and regulations, and contribute to the development of administrative business processes and standard operating procedures.
• Manage project office supplies and materials, supervise the use and maintenance of vehicles, and support the project team in appointments, contracting, and logistical arrangements.
• Process requisitions, prepare bids and purchase orders, liaise with suppliers, and follow up on deliveries and payments.
• Maintain updated documentation and filing systems for both hard and soft copies.
• Coordinate travel arrangements, process travel requests and claims, and ensure compliance with travel entitlements.
• Organize procurement processes related to travel, including preparation of RFQs, ITBs, or RFPs, and manage DSA and travel agency coordination.
• Provide information to staff on travel entitlements and arrangements, manage hotel reservations, and process visa applications for UN travelers.
• Maintain records on asset management and support the maintenance of common premises and services.
• Facilitate knowledge sharing and provide guidance on financial and administrative matters, including organizing training sessions on travel and financial management.

Required Qualifications:
Candidates must possess a minimum of 6 years of relevant work experience in administrative roles, particularly in development projects, if they have completed secondary education. Alternatively, candidates with a bachelor's degree in Commerce, Business, Public Administration, or related fields are required to have at least 3 years of relevant experience. Proven work experience as a Project/General Administrator or in a similar role is essential, along with hands-on experience with web-based management systems. Advanced knowledge of MS Excel, including creating spreadsheets and utilizing Excel functions, is required. Desired skills include experience in handling administrative tasks, organizing travel, and working within international organizations or UN agencies.

Educational Background:
A secondary school completion is required for this position. However, candidates with a University Degree in Commerce, Business, Public Administration, or other relevant fields will be given due consideration, although it is not a strict requirement.

Experience:
The position requires a minimum of 6 years of relevant work experience in administrative roles for candidates with secondary education, or at least 3 years for those with a bachelor's degree. Experience in administrative work, particularly within development projects, is crucial for success in this role.

Languages:
Fluency in English and Portuguese, both written and verbal, is mandatory for this position. Proficiency in these languages is essential for effective communication within the organization and with external stakeholders.

Additional Notes:
The UNDP is an equal opportunity employer, valuing diversity and encouraging qualified applicants from all backgrounds to apply. The organization is committed to creating an inclusive workplace where all personnel can thrive and benefit from career opportunities. UNDP does not tolerate harassment, discrimination, or abuse of authority, and all selected candidates undergo relevant checks. The organization reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions. Importantly, UNDP does not charge any fees during the recruitment process.