Historique
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
- Coordinate and maintain the supervisor’s calendar of meetings, organize meetings, contacts with high-ranking visitors, arrangement of appointments and meetings, draft replies to invitations and meetings; researches briefing materials, acting as an interpreter when required and/or taking minutes;
- Preparation of high quality briefing materials for supervisor appointments, meetings, missions;
- Maintenance of rosters of high-level partners, telephone lists;
- Preparation of correspondence, directives, comments on his signature and making follow up when required;
- Use of automated office management systems for effective functioning of the front office.
- Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
- Facilitation of information sharing between UNCT and UNOCHA;
- Review and screening incoming correspondence for the Head of Office attention and prioritize documents according to action required; review and edit outgoing correspondence for the Head of Office signature;
- Ensure quality control, substance, sensitivity of issues, and that they are prepared according to UN standards;
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
- Assist in managing day to day operations of the front office;
- Convey to staff directives and information from the Head of Office;
- Participate in and drafts minutes of meeting and ensure proper dissemination;
- Make arrangements for official travel of the Head of Office, communicate with meeting organizers/country offices on logistics; set itinerary, follow up, obtain clearances, visas, tickets necessary for travel;
- Preparation and dissemination of briefing packs upon request;
- Ensures facilitation of knowledge building and management;
- Any other assignments at the request of the other staff.
Compétences
Building Strategic Partnerships:
- Analyzes general information and selects materials in support of partnership building initiatives;
- Ability to build networks and partnerships and capacity to work in a team set up.
- 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 critical ability and sound judgment in the pursuit of requests to full completion;
- Demonstrates the highest level of discretion and helpfulness in a manner that reflects positives on the office.
- Documents ‘best practices’ in organizational change and development within and outside the UN system;
- Demonstrates ability to identify problems and proposes solutions.
- Uses information/databases/other management systems;
- Provides inputs to the development of simple system components.
- 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;
- Excellent communication skills.
- Gathers and disseminates information on best practice in accountability and results-based management systems;
- Prepares timely inputs to reports;
- Maintains databases.
- 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.
Qualifications et expériences requises
- Completion of Secondary Education with specialized certification;
- University Degree in Business Administration/Secretarial or an equivalent is desirable, but not a requirement.
- 6 years of progressively responsible administrative or programme experience is required at the national or international level;
- Knowledge of the UN operational system is an asset;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
- Proficiency in both oral and written English;
- Knowledge of Somali is a requirement.