The incumbent is under the direct supervision of the Head of Field Office who defines general work objectives and provides necessary advice and guidance.
RESPONSIBILITY
Receive visitors, arrange meetings, both internal and external, with various officials and interlocutors; as and when requested, attend meetings and take minutes and/or notes of the proceedings;
Maintain hard and electronic office files and records;
Receive, register, route correspondence and office pouch. Maintain a follow up system
Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology;
Facilitate implementation of Personnel Administrative formalities and processing of documents in relation to leaves and movements of staff. Support staff members with processing personnel-related documentation;
Assist in requisition and purchasing of office supplies locally, as well as ensure control of the distribution and maintenance of adequate inventory records;
May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable;
Coordinate transport needs, monitor logbook and fuel consumption;
Ensure that all financial documents are sent on time to the appropriate personnel to Country Office Maputo;
Performs other duties as required.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED.
Completion of Secondary Education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related field.
Minimum 3 years of job experience relevant to the function; including computer skills (MS Office and People Soft applications).
Fluency in English and Portuguese
Knowledge of another relevant UN language or local language is an advantage.