ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT

LOCATION: KaKholwane Office
REPORTING TO: Project Manager

PROJECT BACKGROUND

The Smallholder Agricultural Productivity Enhancement and Marketing Project (SAPEMP) is an eight (8)-year project funded by the Government of the Kingdom of Eswatini (GOE), the International Fund for Agricultural Development (IFAD), and the Green Climate Fund (GCF), with the Ministry of Agriculture (MoA) serving as the lead agency for execution.

The lead implementing agency is the Eswatini Water and Agricultural Development Enterprise (EWADE), which houses the Project Management Unit (PMU). The project aims to contribute to the sustainable reduction of poverty in rural Eswatini and covers all four regions: Hhohho, Lubombo, Manzini, and Shiselweni.

OBJECTIVE

The Administrative Assistant will provide end-to-end administrative, logistical, and operational support to the project, ensuring efficient project delivery. The role serves as the central coordination point for administrative processes, resource mobilization, compliance, and contributes to the overall project objectives.

MAIN TASKS AND RESPONSIBILITIES

OFFICE ADMINISTRATION

• Provide high-level administrative and secretarial support to the Project Manager.
• Manage the Project Manager’s diary, appointments, travel arrangements, and commitments.
• Receive, screen, and direct visitors and communications professionally.
• Draft, type, and dispatch correspondence, memorandums, reports, and presentations.
• Manage incoming and outgoing mail and ensure timely follow-up on action items.
• Upload internal purchase requisitions to the workflow system for all project components.
• Maintain an updated asset register for project equipment and materials.
• Monitor asset usage and ensure proper accountability.

MEETINGS AND COORDINATION

• Coordinate bookings for KaKholwane Office boardrooms.
• Prepare meeting agendas and supporting documentation for the Project Management Unit (PMU).
• Record accurate minutes, circulate them promptly, and track action points.
• Coordinate follow-ups with internal teams, consultants, and external stakeholders.

RECORDS AND INFORMATION MANAGEMENT

• Establish, maintain, and update electronic and physical filing systems.
• Ensure safe custody, proper indexing, and easy retrieval of project documents.
• Maintain records of correspondence, contracts, reports, attendance registers, and approvals.
• Scan, file, and archive documents according to organizational standards.
• Assist in managing office supplies inventory.

PLANNING AND REPORTING COMPLIANCE SUPPORT

• Track and file weekly PMU work plans and progress updates.
• Assist in preparing, compiling, and filing monthly, quarterly, and annual project reports.
• Support compliance with donor, financier, and organizational reporting requirements.

FINANCE AND PROCUREMENT COMPLIANCE SUPPORT

• Support the completeness of payment vouchers for processing.
• Support uploading payment vouchers into IFAD OPEN systems.
• Maintain the petty cash register.
• Support timely payment of transport reimbursements.
• Assist in documenting in-kind and private sector contributions.
• Assist the Project Accountant in preparing internal and external audit files.

COMMUNICATION AND LIAISON

• Serve as the primary communication link between the Project Manager, PMU, and stakeholders.
• Ensure timely dissemination of information.
• Maintain professional correspondence through email and official communication channels.
• Coordinate information flow between projects, departments, and partners.
• Attend to visitors professionally.

FACILITY AND OFFICE MANAGEMENT

• Oversee the cleanliness, maintenance, and functionality of project offices.
• Supervise support staff, including cleaners, groundsmen, and drivers.
• Ensure a conducive working environment aligned with organizational standards.

LOGISTICS AND OPERATIONS MANAGEMENT

• Coordinate project events, field visits, and reviews.
• Support field operations through timely resource mobilization.
• Coordinate travel and transport logistics.
• Oversee fleet utilization, including vehicle bookings, maintenance tracking, and fuel usage.
• Ensure availability of office supplies, equipment, and project materials.
• Perform any other duties assigned by the Project Manager.

QUALIFICATIONS, SKILLS, AND EXPERIENCE

QUALIFICATIONS AND EXPERIENCE

• Diploma in Office Management, Public Administration, Business Administration, or a related field.
• Minimum of five (5) years’ relevant experience as a Finance Assistant or Administration Officer.
• Experience working in project or programme-based environments is an added advantage.
• Minimum of three (3) years’ driving experience with a valid driver’s licence.

SKILLS AND COMPETENCIES

• High level of computer literacy in Microsoft Office.
• Strong report writing, minute-taking, and document management skills.
• Excellent organizational, finance, and time-management skills.
• High level of discretion and confidentiality.
• Strong attention to detail and accuracy.
• Proactive, flexible, and solution-oriented approach.
• Strong interpersonal and communication skills.
• Fluency in English and siSwati (written and spoken).

CONTRACT DURATION

• One-year contract with a three-month probation period.
• The contract is renewable for the duration of the project, subject to satisfactory performance.