Background

Duties and Responsibilities

• Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to OCHA rules, regulations, policies and strategies and that inventory procedures are complied with at all OCHA Somalia Sub-offices .
• Provision of inputs to OCHA Somalia implementation of the internal standard operating procedures (SOPs).

•  Assist the Administrative officer in setting up assets management procedures.
• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture piece.
• Entry in OCHA database of all the requisite asset management information
• Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action
• Oversight of disposal of items and accuracy of inventory data.
• Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database.
• Preparation , certification and timely submission of inventory reports

• Assistance (provision of inputs) in the preparation of the Office Budget
• Maintenance of administrative control records such as commitments and expenditures.
• Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations
• Consolidation and preparation of summary statements for inclusion in the financial statements.  

• Training of Sub-office Administrative Clerk engaged in the conduct of physical inventory.
• Briefing of staff members on issues relating to area of work
• Sound contributions to knowledge networks and communities of practice.  

Competencies

• Researches best practices and poses new, more effective ways of doing things
• Identifies and communicates opportunities to promote learning and knowledge sharing
• Develops awareness of the various internal/external learning and knowledge-sharing resources

• Understands the main processes and methods of work regarding to the position (asset management)
• Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
• Demonstrates in-depth understanding and knowledge of the current guidelines and tools, and utilizes these regularly in work assignments

• Demonstrates ability to identify problems and proposes solutions
• Documents processes to support change initiatives

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases

•  Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Required Skills and Experience

• Secondary Education with specialized certification in Accounting and Finance, administration or logistics.
• University Degree in Business or Public Administration would be desirable, but it is not a requirement.

• 6 years of relevant experience in administration, finance or Programme support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages,
• Experience in handling of web based management systems.

• Fluency in English