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

Summary of Key Functions:

• Assist with implementation of operational strategies;
• Provision of administrative and logistical support;
• Provision of support to office maintenance and assets management;
• Support to knowledge building and knowledge sharing.

Provides assistance in implementation of operational strategies, focusing on achievement of the following results:

•  Full compliance of administrative activities with UNOCHA rules, regulations, policies and strategies.

Provides administrative and logistical support, focusing on achievement of the following results:

• Receipt of shipments, customs clearance arrangements, preparation of documents for UNOCHA shipments (received/sent), arrangements for shipments.  Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
• Maintenance of HR records for all staff in support of the Nairobi office;
•  Arrangement of travel and hotel reservations, preparation of staff movement forms and minor airstrip preparations;
•  Support to staff members and their dependents by processing and follow up with the UNOCHA Nairobi requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
•  Administrative support to organization of conferences, workshops, retreats;
•  Collection of information for DSA, travel agencies and other administrative surveys;
•  Preparation of routine correspondence, faxes, memoranda and reports in accordance with policy;
•  Extracting, inputting, copying and filing data from various sources;
•  Maintenance of files, correspondence in Administrative Unit;
•  Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans;
•  Facilitates with relevant offices the issuance of re-entry visas;
• Assist the Head of Sub-office in the management of petty cash  and cash advances;
•  Provide administrative support to  Garowe sub-office;
•  Perform other related duties as required.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Collection of information on assets management, maintenance of records and files on assets management;
• Maintenance of files and records relevant to office maintenance;
• Assists in vendor identification and in the procurement of items for the office.

Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration;
• Contributions to knowledge networks and communities of practice.

Impact of Results

 Well organized reports and /or records, processing of work and related follow-up done under general guidance.  Well organized work with accurate information; Use of own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable.

Competencies

Core 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.

Functional Competencies

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.

Operational Effectiveness

• Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies;
• Good knowledge of administrative rules and regulations;
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures;
• 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.

Managing Data

• 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.

 Managing Documents, Correspondence And Reports

• 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 processing and presentation functions and basic database and spreadsheet software;
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
• Shows sound grasp of grammar, spelling and structure in the required language;
• Ensures correspondence, reports and documents comply with established UN standards;
• Ability to produce accurate and well documented records conforming to the required standard.

Planning, Organizing And Multi-tasking

• 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 facilitate the provision of support.

Required Skills and Experience

Education:         

• Secondary education;
• Specialized certification in a relevant field would be desirable, but it is not a requirement.

 Experience:      

• 2 years of relevant administrative experience;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems.

 Language Requirements:           

• Fluency in English and Somali.