Historique

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.

Devoirs et responsabilités

Summary of Key Functions:
  • Provision of reliable and secure driving services;
  • Proper use of vehicle;
  • Day-to-day maintenance of the assigned vehicle;
  • Availability of documents/ supplies;
  • Maintenance of proper clerical system;
  • Effective mail management;
  • Provide logistical and administrative support.
Ensures provision of reliable and secure driving services by a) driving office vehicles for the transport of authorized personnel and delivery and collection of mail, documents and other items and b) meeting official personnel and visitors at the airport, visa and customs formalities arrangement when required.
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.
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 availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, and map of the city/country, first aid kit, and necessary spare parts.
Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
Ensures maintenance of clerical system focusing on achievement of the following results:
  • Maintenance of the office filing system in accordance with the OCHA Global Filing System;
  • Opening of new subject files as required and disposal of old files in accordance with the established retention schedule;
  • Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents;
  • Provision of photocopies of material from the clerical files, as requested by staff. Assistance in the collection of reference and background material from clerical files;
  • Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files;
  • Preparation of correspondence and reports related to clerical activities.
Ensures provision of effective mail management focusing on achievement of the following results:
  • Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer;
  • Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
Provide logistical and administrative support during office events, meetings, workshops, retreats, as required.
 
Impact of Results
 
The key results have an impact on the accurate, safe, cost-effective and timely execution of OCHA Somalia Office services.

Compétences

Operational effectiveness
  • Ability to perform a variety of repetitive and routine tasks and duties;
  • 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;
  • 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;
  • Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair (for Drivers)
  • Demonstrates excellent knowledge of protocol (for Drivers);
  • Demonstrates excellent knowledge of security issues (for Drivers).
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, spread sheets, 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 spread sheet software
  • Ability to produce accurate and well documented records conforming to the required standard
Planning and organizing and multitasking
  • 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.

Qualifications et expériences requises

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

Experience:

  • 3 years of relevant work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair;
  • Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages;
  • Previous work experience with UN organization and International NGO is desirable.
Language Requirements:            
  • Fluency in English and Kiswahili.