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) being the lead agency for execution. The lead implementing agency is Eswatini Water and Agriculture Development Enterprise (EWADE), which has set up and housed the project management unit. The project goal is to contribute to the sustainable reduction of poverty in rural Eswatini. The Project is national in scope covering all four (4) regions: Hhohho, Lubombo, Manzini, and Shiselweni. Objective: The Administrative Assistant’s main responsibilities include providing end-to-end administrative, logistical and operational support to the project, ensuring efficient project delivery. The role acts as the central coordination point for administrative processes, resource mobilization, compliance within a dynamic project environment and contribute to the overall objectives of the project.
Job Summary
- Type: full-time
- Location: Mbabane
- Category: Administration
- Closing Date: 2026-07-16
Key Responsibilities
- 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 of action items.
- Timely uploading of internal purchase requisitions to workflow system for all project components.
- Maintain an updated asset register for project equipment and materials.
- Monitor usage and ensure proper accountability of assets.
- Coordinate follow-ups with internal teams, consultants, and external stakeholders.
- Establish, maintain, and continuously update filing systems (electronic and physical).
- Ensure safe custody, proper indexing, and easy retrieval of project documents.
- Maintain up-to-date records of correspondence, contracts, reports, attendance registers, and approvals.
- Scan, file, and archive documents in line with organizational standards.
- Assist with management of office supplies inventory.
- Track and file weekly PMU work plans and progress updates.
- Assist with the preparation, compilation, and filing of monthly, quarterly, and annual project reports.
- Support compliance with donors, financiers, and organizational reporting requirements.
- Support with completeness of payment vouchers for processing.
- Support with completeness of payment vouchers for uploading in IFAD OPEN systems.
- Support and maintain petty cash register.
- Support with timely payment of transport reimbursements.
- Support the documentation of in-kind and private sector contributions.
- Assist Project Accountant in preparation of Internal and External Audit Files.
- Serve as a primary communication link between the Project Manager, PMU, and stakeholders.
- Ensure timely dissemination of information to relevant stakeholders.
- Maintain professional correspondence through email and other official communication channels.
- Coordinate information flow between projects, departments, and partners.
- Attend all visitors in a professional manner.
- Oversee cleanliness, maintenance, and functionality of project offices.
- Supervise support staff (cleaners, groundsman, drivers).
- Ensure a conducive working environment aligned with organizational standards.
- Assist with the coordination of project events, field visits, and reviews.
- Support field operations through timely mobilization of resources.
- Coordinate travel and transport logistics for project staff and stakeholders.
- Oversee fleet utilization, including vehicle bookings, maintenance tracking, and fuel usage.
- Ensure availability of office supplies, equipment, and project materials.
- Attend to any other duties as assigned by the Project Manager.
Requirements
- Diploma in Office Management, Public Administration, Business Administration, or a related field.
- Minimum of 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 3 years driving experience with valid driver’s license.
How to Apply
To apply, please visit: ewade.co.sz
About the Company
Eswatini Water and Agriculture Development Enterprise (EWADE) is a pivotal organization dedicated to advancing water resource management and agricultural initiatives within Eswatini. The enterprise plays a crucial role in planning, implementing, and overseeing development projects that enhance productivity and ensure sustainable practices across the nation. Operating from its base in Siphofaneni, EWADE is instrumental in fostering infrastructure and solutions vital for the region's progress. Its mandate extends to improving food security and optimizing water utilization for the benefit of Emaswati communities. EWADE consistently contributes to national growth and empowerment through its strategic interventions in these essential sectors.
Driving sustainable water and agricultural development in Eswatini.
Frequently Asked Questions
What are the typical educational qualifications and skills required for an Administrative Assistant role in Eswatini?
Most employers in Eswatini prefer candidates with a Diploma or Certificate in Office Administration, Business Studies, or a related field from a recognized institution. Essential skills include proficiency in Microsoft Office Suite, strong organizational abilities, and excellent communication in both SiSwati and English.
What are the common day-to-day responsibilities of an Administrative Assistant at an organization in Eswatini?
Daily tasks typically involve managing schedules, preparing official documents, handling correspondence, and coordinating meetings for various departments. You would also be responsible for maintaining office supplies, record-keeping, and ensuring the smooth operation of administrative functions.
What can I expect regarding the work culture and professional expectations for an Administrative Assistant in Eswatini?
The work culture in Eswatini generally emphasizes professionalism, respect for colleagues and hierarchy, and strong interpersonal relationships. Punctuality, reliability, and a proactive approach to supporting team operations are highly valued.
What are the typical career progression opportunities for an Administrative Assistant in Eswatini?
With experience, an Administrative Assistant can advance to roles such as Senior Administrative Officer, Executive Assistant, or specialize in areas like HR or project administration. Continuous learning through workshops and professional development courses is key for upward mobility within Eswatini's job market.
What kind of benefits package is generally offered for an Administrative Assistant role in Eswatini?
Standard benefits usually include annual leave, sick leave, and maternity leave as stipulated by Eswatini's labour laws. Many established organizations also provide medical aid contributions, life insurance, and participation in a provident or pension fund for employees.