Subject: Request for Proposal (RFP No. 26/MOT/2026) – Hiring of an Executive Secretary

1. Background:

The Mozambique Transmission Company (MOTRACO) is a Limited Liability Company incorporated in the Republic of Mozambique in 1998. MOTRACO is a strategic joint venture between Electricidade de Moçambique (EDM), Eskom Holdings (South Africa), and the Eswatini Electricity Company (EEC). The company’s primary mandate is to build, own, operate, and maintain the international transmission system, facilitating the transmission of electricity to EEC and EDM, as well as commercializing fiber optic capacity.

Given the international nature of its operations and its multi-national shareholder base, MOTRACO intends to hire a highly professional, bilingual Executive Secretary to support its senior management and Board of Directors on a fixed-term contract basis, for an initial period of one (01) year, renewable, with the profile indicated under ANNEX 1 to this RFP.

Terms of Reference

2. Format of Proposals

MOTRACO invites qualified Recruitment Agencies, Consultancies, or HR Firms to submit a proposal for the placement of the Executive Secretary. Given that this is a recruitment service, proposals must be structured as follows:

A. Technical Proposal (Understanding & Methodology)

Agencies must detail their approach to sourcing a candidate of this caliber, including:

• Sourcing Strategy: How the agency will attract bilingual (English/Portuguese), experienced Executive Secretaries in the Mozambican market.
• Screening Process: Description of the agency’s vetting process, including language proficiency testing (written translation and verbal fluency) and background/reference checks.
• Proposed Timeline: A clear schedule from the date of engagement to the shortlisting of final candidates (MOTRACO requires final shortlist within 20 working days of contract signing).

B. Company Profile & Eligibility

1. Certified copy of the Agency’s Alvará (Business License) and Tax Identification Number (NUIT).
2. Proof of at least 5 years of experience in executive recruitment within Mozambique or the SADC region.
3. Minimum of 3 Reference Letters from past corporate clients for similar placements.

C. Financial Proposal

Service Fee: A single, all-inclusive placement fee (quoted in MZN or USD), expressed as a percentage of the selected candidate’s annual gross salary, or a fixed lump sum.

• Payment Terms: Proposed payment schedule (e.g., 50% upon shortlisting, 50% upon the successful candidate signing the employment contract).
• Guarantee/Warranty: The agency must state their replacement guarantee period (e.g., free replacement if the hired candidate leaves within 3 or 6 months).

Qualified firms/consultants to perform the work are invited to submit proposals consisting of a Technical Proposal and a Financial Proposal (i.e. hourly rates), based on the information and instructions provided in the current ToR. Failure to submit a tender in conformity with and containing all the information required, may result in the rejection of the tender.

D. Required Information

The bidder is required to include in its Bid the following information:

• Alvará (Business License);
• Experience with similar assignments;
• List of assignment(s) made;
• Work methodology; and
• Other supporting documents.
• Proposed fee and method of payment.

3. Submission & Closing Date:

• Submission Deadline: Proposals must be submitted in a sealed envelope or via official email to asousa@motraco.co.mz no later than 15:00 hours (local time) on August 15, 2026.
• Validity: Proposals must remain valid for 60 days from the closing date.
• Late Submissions: Proposals received after the deadline will be automatically disqualified.

Regards,

Adérito Sousa

General Manager

ANNEX 1 – PROFILE OF THE EXECUTIVE SECRETARY

1. Scope of Services:

The Executive Secretary will act as the principal administrative liaison for the General Manager and the Board. The key duties include:

a. Corporate Governance & Board Support:

• Organize and coordinate quarterly Board of Directors (BoD) meetings, General Assembly meetings, and committee meetings.
• Prepare, review, and distribute meeting agendas in accordance with corporate governance standards.
• Draft, transcribe, and finalize high-accuracy minutes in both English and Portuguese, ensuring they reflect legal and commercial resolutions.
• Maintain the corporate minute book, statutory registers, and ensure compliance with document retention policies.

b. Executive Support:

• Manage the General Manager’s dynamic calendar, prioritizing engagements and resolving scheduling conflicts.
• Screen correspondence, emails, and phone calls; draft responses on behalf of the GM where delegated.
• Prepare high-level presentations and briefing documents for management meetings.

c. Travel & logistics:

• Manage end-to-end travel logistics for the Board of Directors, General Manager, and international delegates (flight bookings, ground transport, visas, and accommodation).
• Arrange high-level corporate events, workshops, and shareholder functions.

d. Office & Document Management:

• Maintain a robust electronic and physical filing system for confidential corporate documents.
• Manage the reception of high-level visitors and direct inquiries appropriately.

e. General services:

• Perform any other ad-hoc administrative or liaison duties as mandated by the General Manager to ensure the smooth operation of the Head Office.

2. Qualifications and requirements:

Education: A University Degree in Linguistics, Translation, Law, Business Administration, Public Relations, or a related field.

Experience: A minimum of ten (10) years of progressive experience as an Executive Secretary, Personal Assistant, or Board Secretary within a corporate environment. Experience in working in the energy, engineering, or infrastructure sectors is highly desirable.

Language: Full professional proficiency in English and Portuguese (spoken, written, and translation). The candidate must demonstrate the ability to translate complex technical documents and transcribe meetings between the two languages instantly.

Citizenship: Mozambican citizenship is mandatory.

Skills: Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Teams, Zoom). Excellent interpersonal skills and demonstrable discretion in handling confidential matters.