Administrative Assistant (WASH)

The Administrative Assistant (WASH) provides administrative support for WASH activities including procurement requisitions, project invoices, and documentation management. The role supports procurement and finance follow-up, information management, MEAL activities, office logistics, communication with government authorities, and document proofreading.

Responsibilities

• Provide administrative support for the WASH activities (WAVE system), including submission of procurement requisitions, project invoices, and other administrative documentation in compliance with IOM standards.
• Procurement/Finance process follow-up, maintain updated the WASH database for procurement process and payments.
• Liaise with procurement and finance team and reporting to supervisor when delays or constraints for timely correction actions.
• Compile and organize information and project documents (hard and soft copies) from the different donors/projects; manage and update online WASH shared folder.
• Support MEAL (monitoring, evaluation, accountability and learning) by supporting integration of tools in mobile devices; validating and processing the collected data and information and share findings.
• Provide office, administrative and logistics support to meetings, committees, conferences, etc.; arrange appointments for the WASH team, manage outlook calendar meetings and events, receive visitors.
• Support communication to government authorities, draft responses, support with informal translation of general correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
• Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
• Perform other duties as required

Requirements

• High school diploma with four years of relevant experience; or, Bachelor's degree in business administration or related fields from an accredited institution with two years of relevant professional experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Good communication and teamwork skills.
• Personal Commitment and high level of integrity.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
• Ability to work independently under minimal supervision.
• Ability to handle pressure.
• Fluency in English & Portuguese is required (oral and written).
• Any local spoken language from northern Mozambique is an advantage.
• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Skills

• MS Word
• MS Excel
• MS PowerPoint
• Email Communication
• Outlook
• Administrative Support
• Procurement Requisition Management
• Invoice Processing
• Documentation Management
• Information Management
• MEAL Activities
• Office Logistics
• Document proofreading
• Communication with External Authorities
• Multi-cultural Work Experience

Languages

English, Portuguese