Administrative Support/ Analyst Full-Time

Job description

Main functions

• Identify, develop and maintain external relationships with government and stakeholders to advance project delivery and manage risks to safety, reputation, cost and schedule;
• Obtain identified project permits / licenses / approvals in a timely manner; track / steward the project approvals process and the project’s compliance status.

General Tasks and Responsibilities

• Assist with preparation of permit, license, and approval applications;
• Assist stewardship of the Project’s Approval Management System;
• Maintains the Project permit /license/ approval acquisition schedule;
• Team coordination & management;
• Manage team budget planning, reconciliation, forecasting including monthly accruals;
• Support local team procurement – requisitions, SAP, contracts for services & goods;
• Manage electronic information storage and access to team SharePoint and LAN;
• Manage document control and file system;
• Perform technical and budget data analysis in spreadsheets;
• Maintain and manage team business controls processes;
• Support staff mobilisation activities;
• Organise international / domestic travel (visa etc) – including field travel to Cabo Delgado. Includes appropriate documentation, tracking, and charter flight arrangements;
• Submission of basic IT support requests for team e.g. calls to ‘Help Desk’ and follow-up;
• Prepare joint venture and regulatory report documents, letters, presentations, spreadsheets;
• Organising meetings i.e. book meeting rooms, catering, ensure availability of resources;
• Receive, control and maintain inventory of all team equipment; field & safety supplies;
• Maintain stakeholder databases of external interfaces for engagement planning;
• Maintain stakeholder engagement and contact plan, schedule, and records to support relationship development. Coordinating with scheduled external events and meetings;
• Attend external events as required to support event;
• Maintain an effective liaison network with government and institutions to improve situational awareness, obtain information, validate conclusions regarding significant issues;
• Facilitate data sharing and learning with project team;
• Other ad hoc requests as required from time to time

Qualifications and experience

• Possess an accredited University degree in business or technical field;
• Broad administration and operational skills with regulatory / project management experience;
• 6+ years of experience preferred, with experience in responsible administration role positions;
• Proven organization, planning and analytical skills and experiences;
• Excellent interpersonal and communication skills (oral & written) with business perspectives;
• Adaptable and able to anticipate changing project priorities;
• Demonstrated skills with Microsoft Office software (outlook, excel, powerpoint) and databases;
• Experience in engaging with a variety of external entities (e.g., government agencies, NGOs, local communities and businesses);
• Proficient English language skills required with local language desirable (Kiswahili, Makonde);
• Moçambique citizenship required.