Background

The situation in Somalia remains fragile with continued political instability, climatic variability, and lack of basic social services. OCHA’s role is to coordinate effective and principled inter-agency humanitarian response and ensure that relief assistance reaches the people who need it in a timely manner. In line with OCHA’s global mission, OCHA Somalia continues to:

• Advocate for access to basic services, especially water, sanitation, education and health for vulnerable communities, including the collection, analysis and dissemination of information to humanitarian partners, and negotiation of access;
• Support the government efforts and humanitarian organizations in relocation of internally displaced and return;
• Coordinate the implementation of humanitarian response in Somalia with UN agencies and programmes, national and international NGOs and local authorities/communities as appropriate, with focus on strengthening the cluster approach;
• Enhance a protective environment that respects the human rights of all, including IDPs, returnees and minority clans.

Duties and Responsibilities

• Provision of reliable and secure driving services;
• Day-to-day maintenance of the assigned vehicle;
• Proper use of vehicle;
• Provision of travel services;
• Ensures maintenance of registry system;
• Supports the assets management.

 Ensures provision of reliable and safe driving services by:

• Driving office vehicles for the transport of OCHA/Mogadishu staff other high-ranking officials and visitors and delivery and collection of mail, documents and other items;
• Meeting official personnel and visitors at the airport including visa and customs formalities arrangement when required.

Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.

Ensures cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.

Provision of travel services:

• Provision of information to the staff on travel including travel route and hotel arrangents;
• Arrangements for security clearance for Mogadishu office staff;
• Hotel reservations for visiting UNOCHA staff;
• Processing requests for Mogadishu visas for UNOCHA Staff;
• Arrangement for airport pick-up of UNOCHA staff and support to expediting of customs and immigration procedures, as necessary.

• Maintenance of the office filing system for Mogadishu office;
• Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents.

• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users;
• Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property;
• Preparation of inventory reports in Collaboration with the Assets management associate as required;
• Maintenance of the filing system ensuring safekeeping of confidential materials.

• The key results have an impact on the accurate, safe, cost-effective and timely execution of the CO services.

Competencies

• Demonstrating/safeguarding ethics and integrity;
• 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.

• Ability to perform a variety of repetitive and routine tasks and duties related to registry;
• Ability to review data, identify and adjust discrepancies;
• Ability to handle a large volume of work possibly under time constraints;
• Good knowledge of administrative rules and regulations;
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required;
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
• Ability to organize and complete multiple tasks by establishing priorities.

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
• Interprets data, draws conclusions and/or identifies patterns which support the work of others.

• Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word;
• Ability to produce accurate and well documented records conforming to the required standard.

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

• Secondary Education;
• Certification in Administration or related field would be desirable, but it is not a requirement;
• Valid Driver’s license.

• 3 years work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair;
• A minimum of 2 year experience in secretariat, administration or logistics;
• Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet;
• Previous work experience with UN organization and International NGO is desirable.

• Fluency in English;
• Knowledge of Somali is required.