Historique

UNDSS Somalia is supporting the UN Agencies through security advice and guidance so as to enable the UN Agencies conduct their operations in the safest way possible.  In view of the need for improvement of staff training on safety and security and with recommendations from the Under Secretary General for Somalia and the Security Management Team, UNDP and UNDSS are collaborating in the development of a generic and mandatory pre-deployment security package known as “Secure and Safe Approach to Field Environment (SSAFE).”  The SSAFE course is designed to provide UN personnel who are traveling/working in Somalia with awareness, skills and knowledge for safer and secure implementation of programmes and humanitarian activities. 

The Training Associate provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.

He/she will work closely with UNDSS under the direct supervision of the Field Security Coordination Officer for training, or in her/his absence, the Deputy Security Advisor and he/she will work closely with the UN SOMT members and provide high quality, accuracy and consistency of work and also facilitate in the SSAFE SOM Training modules.

Devoirs et responsabilités

Summary of key functions:

  • Ensures logistical support provided to the SSAFE SOM;
  • Ensures administrative and logistical support;
  • Provides support to knowledge building and knowledge sharing in the CO;
  • Assists in facilitating SSAFE practical application sessions;
  • Delivering of training to new and current personnel on the SSAFE family of training courses and other training workshops as required;
  • Responsible for day to day budget management of SSAFE programme;
  • Management of UNDSS Somalia Dropbox for training courses;
  • Liaison between SSAFE training venue and UNDSS Somalia Training Team.

Ensures logistical support provided to the SSAFE SOM focusing on achievement of the following results:

  • Provide logistical support to SSAFE SOM Training Modalities;
  • Maintain a system of inventory and control of assets in coordination with the training manager, and follow–up on proper use, maintenance, repair and replacement of SSAFE SOM training equipment;
  • Coordinate with the training site manager on facilitating classroom, accommodation and meal services to the participants;
  • Coordinate with procurement to facilitate transport for the participants to and from the training site;
  • Resource person for the SSAFE SOM training;
  • Responsible for creating SSAFE qualified certificates bearing UN staff college logo and DSS logo.

Ensures effective administrative and logistical support focusing on achievement of the following results:

  • Raise F10 voucher claims for training team staff;
  • Prepare travel authorizations for training team staff to facilitate flight bookings. In addition, responsible for processing DSA for staff travelling on mission (both advance and after travel claims);
  • Process payments for consultants who have assisted in conducting SSAFE training(s);
  • Raise requisitions in relation to the training team’s procurement plan and post them on the procurement tracking tool after the approval of the requisitions has been done;
  • Follow up with procurement on the progress of a request and assisting with additional specifications or information when necessary;
  • Receive purchase order lines in relation to invoices that relate to a particular payment and submitting the necessary supporting documents to finance for payment;
  • Prepare invoices for all the participants who have attended SSAFE, Module 3 Refresher, ETB and Module 2 in country training and dispatching them accordingly to various agencies.

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

  • Participate in the training for the operations/projects staff on administration;
  • Contribute to knowledge networks and communities of practice;
  • Represent UNDSS Somalia at training workshops being conducted by other UN entities in order to ensure best practice is being incorporated into our own training and to maintain own adult learn methodology skills;
  • Act as a coach to ToT trained LSAs and UNDSS personnel with training responsibilities requiring constructive feedback

Assists in facilitating SSAFE practical application sessions, focusing on achievement of the following results:

  • Facilitate practical first aid training sessions for small groups (8 – 10 participants);
  • Facilitate practical first responder at a vehicle accident training for small groups (10 – 12 participants);
  • Facilitate practical communications training sessions (VHF, HF and satellite phone) for small groups (8 – 10 participants);
  • Facilitate practical Personal Security Awareness training sessions for SSAFE syndicates (20 – 24 participants);
  • Facilitate the work of the role-players to ensure that training objectives and standards are being met;
  • Acts as the liaison between UNDSS SSAFE personnel and the role-player supervisor.

Delivering of training to new and current personnel on the SSAFE family of training courses and other training workshops as required focusing on achievement of the following results:

  • Deliver introduction of SSAFE programme and expectations of course;
  • Explain to participants regarding SSAFE Training Standards and expectations of individual participants and assessment methodologies;
  • Deliver Stress Management training modules;
  • Deliver components of First Responder, ETB and other aspects of a variety of training courses, as necessary;
  • Train Support to lead instructor as required;
  • Manage meticulous recording of those who have successfully completed all UNDSS Somalia training courses;
  • Provide support to participants who have injured themselves or removed themselves from the training;
  • Print and issue training certificates to all successful attendees;
  • Manage knowledge transfer regarding the maintenance and upkeep of the UNDSS Somalia Dropbox to all participants;
  • Attend training of trainer workshops to ensure that training delivery skills and adult learning methodologies are maintained and updated.

Responsible for day to day budget management of SSAFE programme, focusing on achievement of the following results:

  • Act as custodian of SSAFE petty cash and cash box;
  • Control of SSAFE budget account, including ensuring participants/AFPs have paid for SSAFE attendees and following up of tardy payees;
  • Reconcile SSAFE accounts and submit receipts to finance for reimbursement;
  • Send invoices to prospective participants in a timely manner and ensures that they have paid prior to securing their tentative placements.

Management of UNDSS Somalia Dropbox for training courses focusing on achievement of the following results:

  • Ensure all material in UNDSS Dropbox is relevant and up to date.
  • Inform participants, trainers and other relevant persons, are given access to the Dropbox.
  • Remove all outdated material. 
  • Inform prior SSAFE participants of UNDSS Dropbox details and acts as liaison with them regarding Dropbox contents.

Liaison between SSAFE training venue and UNDSS Somalia Training Team focusing on achievement of the following results:

  • Act as focal point between UNDSS and the SSAFE training venue (and any other training venues).
  • Maintain a productive relationship with training venue liaisons.
  • Inform venue management of requirements of SSAFE training and the UNDSS Somalia Training Team.
  • Ensure that all queries regarding SSAFE training, from venue management and coordinators, will be dealt with in a timely manner.

Impact of Results

The duties performed by the Training Associate will have a direct impact on the security and safety of UN staff operating in the field.  The key results have direct impact on the overall efficiency and effectiveness of the UNDSS Training section.

Compétences

Core Competencies:

  • 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.

Functional Competencies:         

  • Building Partnerships;
  • Promoting Organizational Learning And Knowledge Sharing;
  • Job Knowledge/Technical Expertise;
  • Promoting Organizational Change and Development;
  • Design and Implementation of Management Systems;
  • Client Orientation;
  • Promoting Accountability and Results-Based Management.

Qualifications et expériences requises

Education:         

  • Completion of secondary education;
  • Training of Adults Certification will be desirable but not a requirement;
  • University Degree in Business Administration will be desirable but is not a requirement.

Experience:      

  • 6 years of relevant administrative experience with 2 years’ experience of training facilitation;
  • Experience in the UN system or with an international non-governmental organization;
  • Experience in developing and using PowerPoint presentations;
  • Knowledge of desktop publishing software (Adobe Photoshop, CorelDraw, Adobe in design, Adobe Illustrator, fireworks and Adobe PageMaker) is an advantage;
  • Experience of working in Somalia is an advantage.

Language Requirements:           

  • Fluency in written and spoken English.