Somalia: Administrative Assistant (G5)

VACANCY ANNOUNCEMENT -CO-AA-01-2018

Post Title : Administrative Assistant (G5)

Duration : 1 year

Unit : Somalia Programme

Background

The position is located in the Project Office (PO) in Mogadishu. The incumbent will serve as a focal point for coordination of project implementation administrative-support activities, involving liaison with the CO-Addis Ababa office to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.

The Admininistrative Assistant will also provide general office assistance, handles administrative tasks, provide advice and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.

Roles & Responsibilities

· Serve as focal point for coordination of project implementation administrative-support activities, involving liaison with the Nairobi Office and the CO-Addis Ababa to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.

· Provide general office assistance, handles administrative tasks, provide advice and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.

· Prepare background information, working papers and tables for briefing and review sessions by identifying and consolidating data and relevant information on development and/or subject matter activities of the area or region. Clear outgoing documents for conformity with established procedures and accuracy of statements before being signed by the supervisor.

· Compile, summarize and enter data on project delivery; drafts related status reports, identifying shortfalls in delivery and brings them to the attention of management.

· Develop, maintain and update relevant programme and technical cooperation information systems and database, records/registers/control plans on the status of projects and programmes at each project cycle and programming activities for monitoring and evaluation purposes.

· Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office and the UN and the country of the duty station. Update information on web sites.

· Liaise with concerned ministries, ILO constituents, implementing agencies and social partners (organizations of employers and employees) for required clearances. Maintain their up-to-date directories.

· Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/or minutes at meetings.

· Provide guidance and training to and monitor the work of new/junior administrative staff as needed to ensure the smooth, uninterrupted implementation of the project/programmes.

· Classify and assign budget codes, verify and process payment claims, vouchers and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions. Maintain custody of the petty cash account and make payments of approved transaction.

· Advise, respond, make arrangements and solve problems for the procurement, shipment and receipt of project supplies and equipment, including customs clearance. Issue shipping instructions to forwarding agents and suppliers, check shipping documentation, and determine and prepare insurance coverage. Prepare notification of dispatch and verify invoices.

· Perform other duties as assigned by the supervisor.

Qualification and Experience

Education– Completion of secondary school education plus formal training from a recognized commercial school or equivalent.

Experience: At least five years of relevant work experience. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Supervisory experience would be an asset. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.

Languages– Excellent command of English. Knowledge of a language of the Eastern or Northern Africa region would be an advantage.

Competencies

· Ability to organize own work.

· Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.

· Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office

· Ability to obtain services from other work units inside or outside the office for completion of tasks

· Ability to work as a member of a team and manage a heavy workload under time pressure.

· Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system;

· Ability to determine relevant background and reference materials for others, and to screen requires for urgency and priority

· Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.

· Accuracy and ability to pay attention to details

· Ability to search and retrieve information from databases and compile reports;

· Excellent oral and written communication skills;

· Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.

· Ability to deal with confidential matters with discretion

DUTY STATION AND REMUNERATION

The position will be based in Mogadishu, Somalia. The ILO offers a competitive remuneration package in accordance with the United Nations common system of salaries, allowances and benefits.

Applications with CV and educational certificates should be sent in one PDF File through addisababa@ilo.org indicating the Vacancy Announcement number and position title on the subject of the e-mail.

Deadline for submitting applications: 25 February 2017

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED AND ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED. :;