Country: Somalia
Closing date: 30 Apr 2017
1.Position Summary:
INSO seeks to recruit an Admin Assistant to join its office in Garowe (Somalia).
The main purpose of this position is to support INSO’s Puntland Area Manager with the daily administrative and logistic tasks, as well as with the office’s finances.
2.About INSO
INSO Somalia, formerly known as NSP, is an international NGO that seeks to address the growing challenge of safety in the NGO community in Somalia through the provision of specialised, coordinated and focused safety management support. It recognises the insecure operating environment all NGOs face in Somalia and the collective value of enhancing safety preparedness and support. The project provides the NGO community with its own safety focal point and tailored safety support services through 3 main services: Research & Analysis (provision of regular reports, safety risk assessments and briefings); Capacity building (provision of various trainings); and Response (provision of support to crisis management in response to critical incidents).
INSO provides registered NGOs with a range of services including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff operations and training. INSO services help NGOs with their day-to-day risk management responsibilities and improve overall situational awareness to support evidence-based humanitarian access decisions.
For general information about INSO, please consult: www.ngosafety.org, http://www.nspsomalia.org/
3.Hierarchy
The admin assistant is hierarchically under the INSO Puntland Area Manager. Functionally he/she also reports to the Admin Officer and the Finances Officer in Nairobi.
4.Key responsibilities:
4.1.Administration & Logistics
· Local procurement: ensures that goods and services are procured at a good value for INSO and following INSO’s procurement policies. Ensures good working relations with main suppliers.
· Travel arrangements: supports travel arrangements, including (but not limited to) facilitating staff visas for INSO staff visiting Puntland and organize flight and hotel bookings when required.
· Office maintenance: Ensure offices premises and equipment are in good shape and properly maintained (plumber, electricity, minor works). Follows up the consumption and due payment of utilities, immediately flagging to the Area Manager any anomaly in the consumption or the costs.
· Vehicle fleet: In link with the driver, ensure vehicle logs are updated and accurate.
· Asset follow-up: Maintain and update the inventory list as per INSO requirements.
· Support to HR management: In close link with the Area Manager and the Administration officer in Nairobi, the Admin Assistant shall: (1) Record all INSO Puntland staff leaves and absenteeism; (2) Ensure all INSO Puntland staff have staff IDs; (3) Ensure that the staff regulations are known to all INSO Puntland staff; (4) Liaise with the health & travel insurance providers as needed; (5) Ensure that the staff timesheets are properly filled and sent by email to the Administration officer every month for all INSO staff in Puntland. The Admin Assistant shall provide individual support those staff members who have no access to computers and/or no English skills.
· Others: Support other admin-related work related to INSO operations in Puntland, as requested by his/her hierarchical supervisor.
4.2.Finances
· Payments:
o Ensures that all payments are prepared in time and in accordance with INSO financial guidelines, with all expenses properly authorized before payment.
o Ensures that all bills are acquired and presented for payment on time.
· Accounting:
o Carries out daily booking of all transactions and reconciliation of cash balances and bank balances.
o Maintains the Financial filing system in accordance with INSO guidelines
o Carries out reconciliation of advances on a monthly basis giving justification for pending advances.
· Reporting:
o Carries out bi-weekly and monthly reporting to the Finance officer providing fully reconciled reports detailing income, expenditure and cash/ bank reconciliations.
o Ensures all vouchers i.e. petty cash, payments and advances are scanned and sent to the Finances Officer on a monthly basis.
5.Qualifications & Experience
· Languages:
o Somali (working language): mother tongue.
o English (working language): fluent, both speaking and writing.
· Computer skills:
o Very good knowledge of Excel, Word and Microsoft Outlook.
· Academic Background:
o Completion of Secondary School mandatory, with excellent grades in Maths.
o Formal studies in finances will be considered an asset.
· Work Experience:
This is a junior position. Work experience is not a must, but previous experience in Administration and/or Finances will be considered an asset. Similarly, previous experience with NGOs are an asset.
· Other required skills and characteristics
o Attention to detail, Precision, Ability to not make any mistakes while entering data.
o Honesty and integrity. The holder must exercise a strong work ethic and take responsibility for his/her own actions
o Ability to work under pressure.
o Capacity to plan and manage your own time effectively.
o Ability and eagerness to learn.
o Capacity to work effectively and efficiently with minimum supervision.
o Flexibility with respect to working hours and tasks.
6.Availability:
May 2017
How to apply:
Candidates who meet the above requirements should send their applications online to jobs@som.ngosafety.org to be received not later than 30th April 2017. Your application should clearly be titled “Admin Assistant-Garowe” and should include the following as attachments:
A cover letter specifying how you meet the mandatory requirements, your motivation in applying and what you hope to bring to INSO (1 page maximum)
An updated CV (2 pages maximum)
Contact information for 3 referees (preferably, work-related or school-related)
Only candidates that strictly stick to the instructions above will be considered. Only shortlisted candidates will be contacted.
We encourage all qualified candidates to apply, irrespective of gender. INSO is an Equal Opportunity Employer.
Shortlisted candidates will be tested on Maths, English and Excel skills.
