Membership, Communications, and Admin Officer

VACANCY ANNOUNCEMENT                                                                

Membership, Communications, and Admin Officer

Position title:

Membership, Communications, and Admin Officer

Duty station:

Mogadishu, Somalia

Reporting to:

Communications and Information Systems Manager

Duration:

1 year

Starting date:

ASAP

Background of Somali NGO Consortium

The Somali NGO Consortium is a platform that brings together national/local and international NGOs working in Somalia/Somaliland to encourage information sharing, cooperation, coordination and joint advocacy in order to better work together to improve the lives of vulnerable communities. The Consortium aims to facilitate a more coherent NGO voice and assist NGO members to channel their concerns and suggestions to appropriate decision makers in the most effective format. Having already established itself in Mogadishu, Kismayo, Garowe, Dhusamareeb and Baidoa (Somalia) and Hargeisa (Somaliland).

Overall objective

The purpose of the Membership, Communications and Admin Officer is to manage the membership and administrative tasks and communication systems for the Somali NGO Consortium.

Key Responsibilities

The Membership Communications and Admin Officer reports to the Communication and Information Systems Manager and is part of the Somali NGO Consortium team. S/He will provide day to day support to the Deputy Director and SNC team as needed.

MAJOR RESPONSIBILITIES:

• Maintain and work towards the achievement of the Consortiums' agenda as generated from time to time during NGO Coordination meetings, in addition to, providing secretariat support.
• Ensure efficient coordination among the regional offices as well as keep abreast with information concerning the current status of the Consortium’s major functions and current issues being addressed collectively by its members.
• Expected to be a pro-active team player who takes initiative in performing necessary administrative and other facilitating tasks to ensure effective follow-up to logical conclusion of action points indicated by the Consortium through the Communications and Information Systems Manager and assist the Deputy Director and SNC team in administering the notes of the meetings.
• Promote a positive image and maintain public information on the functions of the Consortium.
• Provide administrative support to the Consortium regional offices and follow up all administrative issues in CARE Mogadishu Office including the management of the rented vehicle log sheet.
• Respect and follow the Mandate of the Somali NGO Consortium and the NGO Code of Conduct as working guide.
• Demonstrate antiquity of engagement the core activities including information sharing, co-ordination, representation and advocacy.
• Support preparation and production of communication materials, including fast facts brochures, newsletters and publications.
• Updating SNC social media on a regular basis with relevant material, highlighting key events and achievements in English and Somali.
• Developing membership services
• Coordination of outreach activities
• Any other duties as may be assigned by the Deputy Director and the Information Systems Manager.

Specific Responsibilities:

• Assist in organising meetings, workshops and seminars on a monthly and ad hoc basis for the Consortium, its various working committees, and task force groups. This includes compilation of agendas, circulation of invitations, preparation and dissemination of background materials, reports and documents, and confirmation of meeting venues and facilities.
• Accurately recording minutes of meetings and ensuring timely submission of drafts to the Consortium, its various working committees, and task force groups for endorsement before circulation.
• With the support of the Communications Manager, develop annual calendar of all coordination and working groups meetings.
• With the support of Communications Manager, regularly update SNC’s social platforms including Facebook, Twitter etc.
• Responding in a timely manner to queries received from the regions within Somaliland/Somalia and information sharing regarding the Consortium's activities.
• Updating and maintain the regional email addresses, mailing lists, telephone numbers and physical address of Consortium members and other relevant stakeholders.
• Assist the Coordinators in Somaliland, Puntland and the South in preparing regional information products on a weekly and monthly basis.
• Attend humanitarian meeting on behalf of the Coordinators on a need-based and provide immediate feedback to the Regional Coordinator. 
• Handle the day-to-day activities of regional offices in absences of the regional coordinators in Hargeisa, Garowe and Mogadishu, and prepare handover notes.
• Advocate and promote Consortium core activities and values to all relevant actors within the regions.
• Elaborate SNC mandate to the members during outreach programs and other foras.
• Support the office and program teams to prepare procurement plans and forecasts.
• Manage procurement requests from individuals and projects in a timely, expeditious and effective manner, ensuring that these are, duly approved, provided for in budgets, correctly described and coded and in compliance with CARE and donor policies and procedures
• Maintain an updated and active vendor (approved) database at all times and periodically, through the tender committee, review the list and facilitate its approval.
• Participate in procurement committee activities and meetings and act as the Secretary of the Tender Committee, ensuring that the deliberations of such activities are well documented and in compliance with CARE and donor regulations.
• Ensure proper understanding and adherence to donor and CARE rules and regulations and that all procurement documents are completed timely and have sufficient and accurate supporting documentation.
• Perform other duties as requested.

• Bachelor’s degree in Communications, Information Management, IT or related field.  
• Minimum 3 years’ experience in accounting, with preference for additional experience in communication and administration role
• Excellent verbal and written communication skills in English, including ability to effectively communicate with internal and external stakeholders.
• Excellent proficiency in computer (MS-Office package, Windows 7, Adobe Programs).
• Ability to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary client service.
• Ability to work independently, prioritise tasks accordingly and carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• Interpersonal skills and proactive approach to issues.
• Willingness to travel regularly outside Somaliland and possibly to remote areas.
• Ability to take notes and prepare talking points as she or he is required to support the SNC team including organizing meetings and taking minutes.
• Ability to work effectively in a complex working environment.
• Work experience of a minimum of 2 years.
• Spoken and written Somali is an added advantage.

Interested candidates who meet the criteria above are encouraged to send their application letters and detailed CV in one PDF document to [email protected]

by referring to the job title “Membership, Communications, and Admin Officer” as the subject line of the email, latest on Thursday, 30th August 2023.

Only shortlisted candidates will be contacted.

For more information about CARE and its programs, visit www.care.org

CARE is an equal opportunity employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply. Our selection process reflects our commitment to the protection of children from abuse. CARE is a Zero Tolerant organization for child abuse and sexual exploitation and abuse.