Administrative & Operations Assistant (MECR), Beira, Mozambique -Job Ref. MZ/IOM/2901/2643

Job Description

“Recruitment is subject to funding confirmation.”

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Responsibilities

1. Support operational implementation of programme activities, by providing administrative and logistical follow-up, coordinating documentation, and supporting activity-level workflows.

2. Support tracking and follow-up of Implementing Partner (IP) agreements, by maintaining agreement trackers, organizing supporting documentation, and liaising with programme staff as needed.

3. Support routine activity and progress tracking in order to assist the Project Officer with monitoring implementation, by compiling activity updates, maintaining simple tracking tools, organizing attendance sheets, distribution lists, and other verification documents.

4. Support MEAL-related processes at activity level in order to strengthen documentation and accountability, by organizing monitoring files, consolidating basic data and records, and ensuring supporting evidence is properly filed.

5. Support PSEA and safeguarding-related processes by assisting with basic PSEA orientations, maintaining attendance records, and ensuring safeguarding documentation is properly filed.

6. Maintain organized filing and documentation systems in order to support audit readiness and compliance, by managing physical and electronic records, including IP files, operational documents, monitoring records, and correspondence.

7. Perform such other duties as may be assigned in support of project objectives.

Qualifications

Education

•  Bachelor’s degree in business administration or related fields from an accredited institution with two years of relevant professional experience.
•  High school diploma in the above fields with four years of relevant experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

Demonstrated experience supporting project implementation, including coordination with field teams and implementing partners.

Experience in tracking agreements, activities, or deliverables (e.g. IP agreements, workplans, activity trackers, documentation follow-up) is required.

Experience supporting basic monitoring and documentation processes (e.g. activity tracking, attendance records, filing of verification documents) is required.

Experience supporting procurement, logistics, or operational follow-up is an advantage.

Experience supporting PSEA orientations, safeguarding documentation, or compliance-related processes is an asset.

Prior experience working with IOM, UN agencies, NGOs, or government counterparts is an advantage.

Skills

Strong organizational and coordination skills, with attention to detail and ability to manage multiple tasks simultaneously.

Ability to maintain accurate records, trackers, and filing systems for operational and programme documentation.

Practical understanding of project operations, including coordination with implementing partners and field teams.

Good communication and interpersonal skills, with the ability to work effectively with diverse teams.

Ability to work independently, prioritize tasks, and follow up on pending actions in a structured manner.

Proficiency in Microsoft Office applications (Word, Excel, Outlook) is required.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

Required

For this position, fluency in Portuguese and English is required (oral and written).

Desirable

Working Knowledge of other local language is an advantage

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these three values:

•  Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
•  Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
•  Courage: Demonstrates willingness to take a stand on issues of importance.
•  Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

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