Field Project Administrator

Title: Field Project Administrator

Ref N: FPA-2025

Sector: Administration

No. of positions: 1

Location of work: Baidoa Somalia

Reports to: Somalia Country Administrator

Start of work: 1st June 2025

Duration: 1 Year (renewable)

BACKGROUND INFORMATION:

CISP is an equal employment opportunity employer with its Headquarters in Rome. Currently, CISP has various field offices, including a coordination office in Mogadishu. CISP Somalia carries out projects in areas of development and emergencies and CISP is always committed to providing quality, equitable, transparent, and accountable services in the sectors of Education, protection (Community Care), culture, Health, and Nutrition.

CISP is a lead organization that supports targeted communities in Mogadishu, Galkacyo, Hobyo, Gelinsoor, Dhusamareb, Guricel, and Abudwak, and local partners support for community care projects across Somalia. CISP projects are implemented by a multi-disciplinary team, including program staff and operationally supported by the administration department based in Mogadishu and the field offices in the Galmudug region

Job Purpose:

-          To provide clear support systems for the programmes in terms of logistics, Security and Assets monitoring;

-          To maintain good links between the support functions and the programmes;

-          To administer the office in the District with Competence.

-          To provide support in financial related work in the field

Main duties & Responsibilities:

Security

•       Act as CISP security focal point and disseminate security information to all staff in CISP office in Baidoa (and other CISP office in the region as needed) on daily basis.

•       Facilitate Security briefings in the office and ensure information is disseminated to all staff, as required while keeping the Country Administrator in the loop.

•       Assist Country Administrator, as required, in developing strategies to continue work in times of heightened security.

•       Ensure that all necessary measures are taken to provide CISP employees with a staff working environment as detailed in existing guidelines, including responsibility of self-safety. Procedures of acceptance of visitor and vehicles to CISP premises. Receiving of external email etc.

•       Facilitate any incident reporting requirements as required.

•       Maintain a filing system and ensure the administration team have access to files and completed forms.

•       To represent CISP, as advised by supervisor, maintain the security bulletin board in the office and share information with Country Administrator and;

Procurement and Supply Management

•     Assist in procurement according to CISP Policies and Guidelines.

•     Negotiate and secure best value and service benefit deals on all local procurement and supply requests based on CISP Procurement Procedures.

•     Track procurements including cargo movements and monitoring of supply “pipeline” to ensure more timely deliveries.

•     Organize and assist supplies and goods deliveries, and certify the receipt of the items in good condition.

•     Assist in implement systems to monitor project and office supplies (through good stock management);

and implement required extra security measures for storage of sensitive supplies.

•     Assist in coordination, with the supervision of the Country Administrator, all logistics activities: inventory, quotations, purchases, maintenance of equipment & premises, etc.

•     Continuously inform Programme staff of the progress & constraints in the procurement process and develop solutions in consultation with the Country Administrator.

•     Assist and inform CISP on an efficient and updated list of Credible Suppliers based in Bay Region for different categories of supplies, goods and works including management and coordination of CISP relationship with the suppliers.

•     Ensure all procurements are fully and accurately documented for easy tracing of records. In addition; maintain an accurate inventory of all project assets and label assets accordingly.

Asset Management

•     Ensure the smooth functioning of the office and -repairs, maintenance and improvement of the set up (electricity, water, internet, office structures, equipment maintenance, compound etc.).

•     Ensure the maintenance of the vehicle scheduling system including daily movement on white board, monthly event calendar, trip authorization, etc.

•     Ensure effective use of vehicle logs, fuel logs, generator logs and the safe and efficient operation of related equipment. 

Logistics

•     Provide required logistical support for programme staff and maintain good working relationship with all programme management and field staff to ensure that procurement needs of the programme are being met in timely and quality manner including assistance with budgeting.

•     Follow up all stock transfers and ensure proper storage procedures and standards are in place;

•     Ensure all equipment are safely kept and properly used, and working all the times;

•     Carry out procurements and purchases as required, following CISP Procurement Procedures and the standards indicated in the guidelines provided;

•     Monitors and negotiates contracts: rent of vehicles, accommodation, premises, etc.

•     Coordinate with the supervision of the Country Administrator, all logistics activities: inventory, quotations, purchases, maintenance of equipment & premises, etc.;

•     Ensure the smooth functioning of the office and housing facilities-repairs, maintenances and improving of the set up (electricity, water, internet, house and office structures.);

•     Organize and assist supplies and goods deliveries, and certify the receipt of the items in good conditions;

•     Maintain good working relationship with all programme management and field staff to ensure that procurement needs of the programme are being met in timely and quality manner

•     Record the assets of the project in the inventory, as per the format provided, and to label them with codes;

Financial;

•     Support to maintain detailed records for all financial transactions in an organized and professional manner;

•     Support to keep accountability updated on a daily/weekly basis and perform daily functions including recording all cash, monitor funds received and field expense reports;

•     Ensure financial/accounting activity is carried out in accordance with CISP’s accounting policies;

•     Review and share financial transactions for CISP field operations based in the region as appropriate;

•     Ensure safety of financial resources at Field level;

•     Maintain accuracy in financial records;

•     Execute payments which have received proper authorization;

•     Maintain close and cooperative working relationships with other field Base and Mogadishu staff;

•     Ensure all the official documents related to the project are fully matching the standards required, and follow

the standard formats prepared; this might also involve the check of documents coming from other locations other than the main office;

•     Dispatch high quality financial documents to Mogadishu on a regular basis. Documents should be sent in different envelopes, 1 envelope per each project addressed to Country Admin/Program Manager. Each envelope should contain proper documentation of the expenditures related to the project and the signed checklist in the format provided;

•     Complete and send by e-mail to the Country Admin, the Program Manager and the accountant based in Mogadishu, the updated Prima Nota per each project on a regular basis and whenever requested, using the format provided and with indication of committed expenditures;

•     Provide required monthly financial reports by specified deadlines to the Program Managers;

•     Identify areas for financial and administrative improvement and work to implement feasible improvements;

Minimum Qualifications:

•     CPA II, ACCA Applied skills level, Bachelors of Commerce Degree.

•     At least 5 years’ experience in the field of administration, finance and grants compliance in NGO / INGO sector.

•     Proficiency in Microsoft applications particularly in MS Excel, Ms Word, literacy and numeracy.

•     Previous experience with ERPs will be an added advantage.

Minimum Skills and Experience:

•     Professionalism

•     Rigorous, patient, time management, and attention to details

•     Maintain confidentiality and of High Integrity

•     Excellent communication skills, with good spoken and written English and Somali languages.

Interested and qualified persons, with the required experience, are invited to submit their application to Human resource [email protected] by close of business on 20th May, 2025

Email subject: “Application for the position of Field Project Administrator in Baidoa

Application to include ALL of the following:

•       CV (not exceeding 4 pages), including 3 references.

•       Application form (as per annex HR - 3.3)

•       Cover letter (1-page maximum)

Please note only shortlisted candidates will be contacted.

For more information about CISP, please visit www.cisp-ngo.org.

CISP is strongly committed to ending Child Abuse, all forms of Sexual Exploitation and Abuse, and to building a work environment that is safe and welcoming for all, where Sexual Harassment does not take place. The desired candidate for any position should share and support this commitment in all aspects of their personal and professional behavior. Any history implicating that the applicant has a history of Child Abuse, Sexual Exploitation, and Abuse, or Sexual Harassment, is a reason for excluding him or her from employment with CISP.