Background

• 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

• Provide overall protocol, logistic and administrative support services;
• Administer and execute processes and transactions;
• Support to logistics and facilities management processes;
• Support to management of driver and maintenance of vehicles.

• Process Travel authorization and estimation of related travel costs;
• Follow up on certification and approval of TA (Travel authorization);
• Confirm travel to staff after approval by Head of Office;
• Provision of cost effective and time-saving travel and hotel arrangement to the staff;
• Arrange for security clearance for high risk areas like Mogadishu which require special clearance;
• Process requests for visas for all UN travelers and follow up for timely visa issue;
• Hotel reservations for visiting UN/UNOCHA officials;
• Update field staff movements and report to HQ and other relevant heads of units;
• Organization of Office receptions, meetings, workshops, conferences, retreats, etc... Handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc;
• Process visas and Resident Permits including Diplomatic Cards for international staff and their dependants.

• Full compliance of UN/UNOCHA rules and regulations, policies and strategies on travel management;
• Follow up with travel agent for timely feedback on ticketing and quotes;
• Liaise with UNDP travel unit on issuance of purchase order for ticketing;
• Track all ticket refunds and ensure timely recovery of funds by UNDP and credit of OCHA account;
• Prepare and Submit request for procurement of office equipment to UNDP and Follow up issuance of Purchase order with UNDP procurement team;
• Process procurement of goods less than $2500;
• Maintain up-dated filing system.

• Prepare and make necessary arrangement of shipments of OCHA Somalia’s Assets; 
• Oversee MORSS improvement in the office;
• Oversee the maintenance of Office equipment;
• Assist in the coordination of office space, furniture, equipment and building maintenance matters; payment of rent, utilities, and other maintenance and cleaning services, other services.

Oversee management of drivers and maintenance of office vehicles:

• Assign vehicles and office drivers to staff upon request during work hours;
• Ensure that the office vehicle are well maintain , follow up on any repair on the office vehicles;
• Oversee correct use of fuel card;
• Ensure that vehicle log books are up to date;
• Ensure insurance coverage for the office vehicles;
• Prepare cost recovery table for the private use of office vehicles.

Competencies

• Analyzes general information and selects materials in support of partnership building initiatives.

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• 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 ability to identify problems and proposes solutions.

• Uses information/databases/other management systems;
• Provides inputs to the development of simple system components;
• Makes recommendations related to work procedures and implementation of management systems.

• 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.

• 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.
  

Required Skills and Experience

• Secondary education with specialized certification in administration or related field;
• University Degree in Business or Public Administration desirable, but it is not a requirement.

• A minimum 6 years of relevant experience in administration or programme support service, logistics;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems.

• Fluency in English.