MZ-RFP-0072 - Assistant to the Operations Department

Solicitation No.

229014

Type / RFx

RFP

Status

Open

Level

local

Published Date

Invalid Date

Due Date

March 31, 2026

NAICS Code

541611AI guide

Jurisdiction

Ipas

State

North Carolina

Agency

Ipas

Job Title: Assistant to the Operations Department Department: Operations and field Programs Support Reports To: Deputy Operation Director Duty Station: Maputo – with field travel as required Employment Type: Consultant Contract Lengh: 6 MonthsPosition Summary The Operations Assistant provides day-to-day operational and administrative support across program, procurement, logistics, fleet, and asset management functions, and works closely with the Operations Director. The position contributes to effective program implementation and supports project close-out processes by assisting with procurement activities, contract and grant administration, and fleet and asset management, while ensuring full compliance with organizational policies, internal controls, and donor requirements.Key Responsibilities A. Program Implementation Support • Support program teams with operational planning and follow-up to ensure activities are implemented on schedule. • Track operational actions linked to workplans and budgets. • Support coordination between programs, procurement, finance, and HR teams. • Assist in resolving routine operational issues affecting program delivery.Assist Operation Directors in developing and monitoring tools for progress tracking and budget control.B. Procurement Support • Support the procurement process from requisition to contract issuance, under supervision. • Assist in preparing procurement documentation (RFQs, bid analyses, purchase orders, contracts). • Prepare bid analyses for procurement processes and extract data from supplier proposals using the organization’s procurement platform. • Maintain procurement trackers and filing systems. • Support vendor communication and follow-up on deliveries and services. • Organize and maintain a comprehensive supplier database for tenders, ensuring accurate records and compliance with procurement policies.C. Contracts Administration • Support the administration of contracts with suppliers and consultants, including tracking deliverables and payment milestones. • Assist in preparing contract amendments and close-out documentation. • Ensure contracts and procurement files are properly documented and archived. Assist in reviewing Terms of Reference (ToRs) for tenders and consultancy assignments to ensure compliance and clarity.D. Grants & Partner Support • Support the administration of sub-grants and partner agreements. • Assist partners with compliance documentation (budgets, reports, justifications). • Support basic grant tracking, including disbursements and reporting deadlines. • Participate in partner monitoring visits, as required.E. Fleet Management Support the Logistics and Procurement Officer in: • Maintaining accurate fleet records, including logbooks, fuel consumption, maintenance history, insurance, and licensing documentation. • Monitor vehicle servicing schedules and ensure timely preventive maintenance. • Tracking fuel usage and reconciling fuel reports. • Ensuring drivers comply with safety standards and vehicle use policies. • Reporting and incident documentation processes. • Managing vehicle insurance, registration renewals, and inspections. • Support asset tagging and tracking of fleet-related equipment. • Ensure proper filing of fleet documentation for audit and compliance purposes.F. Reporting & Coordination • Prepare routine operational reports and trackers. • Take minutes of operational meetings and follow up on action points. • Support the Operations Director during peak workload periods.Note: Perform any other duties as reasonably assigned by the Line Manager 3. Qualifications & Experience Education • Bachelor’s degree in Business Administration, Finance, Supply Chain, Economics, Public Administration, IT or a related field. Experience • 3–5 years of relevant experience in NGO operations, procurement, administration, or project support. • Exposure to donor-funded projects is an advantage but not mandatory. • Experience working with local partners or service providers is desirable.Skills & Competencies • Basic knowledge of procurement and contracts processes. • Strong organizational and administrative skills. • Attention to detail and ability to follow procedures. • Good communication and coordination skills. • Willingness to learn and take on increasing responsibility. • High level of integrity and professionalism.Language & IT Skills • Proficiency in English required; Portuguese or local language is an advantage. • Good working knowledge of MS Office (Excel, Word, Outlook). • Experience with procurement or finance systems is an advantage.

1. Invalid DatePublished
2. March 31, 2026Responses Due