Position:                                REACH FLAT Assistant Mogadishu

Department:                           REACH

Location:                                Mogadishu

Contract Duration:                12 Months

Direct Hierarchy:                  Senior Operations Manager

Starting date:                         September 2024

Background on ACTED

Created in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of some of the world’s most vulnerable countries affected by conflicts, disasters, or socio-economic hardship. With a team of 7,000 national staff and 400 international staff, ACTED implements 500 projects a year to support more than 20 million beneficiaries, notably in hard-to-reach areas.

ACTED goes to the last mile through programs and approaches that look beyond the immediate emergency towards opportunities for longer term livelihood reconstruction and sustainable development. Guided by the motto “Think Local, Act Global” and its 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the Centre and provides a tailored support to local needs.

ACTED is looking for professionally confident, self-motivated, experienced, and committed team player to fill the REACH FLAT Assistant position in Mogadishu, Somalia.

Position Profile:

The FLAT Assistant is under the direct supervision of the Senior Operations Manager, and s/he is responsible for the following responsibilities.

The FLAT Assistant Conducts himself/herself both professionally and personally in such a manner as to bring credit to ACTED/REACH and not to jeopardize its humanitarian mission.

Duties and Responsibilities

Administrative assistant responsibilities:

• Support preparing the documentation required for REACH staff visa and work permit and ensure it is handed to ACTED HR on time for further follow-up with the Immigration office. 
• Liaise with ACTED HR and closely follow up on REACH staff visas as applicable (e.g., entry visa, invitation letters, and any relevant requirements)
• Maintain UpToDate IMPACT/REACH contact lists and share monthly
• Process procurement file approvals, especially those of in-person signatures in Mogadishu,
• Act as the focal point for REACH office supplies to ensure regular and proper utilization. 
• REACH focal person for all regional flight booking and travel arrangements for new staff arrivals
• Coordinate with ACTED for repairs to office equipment and infrastructure used by REACH

Logistics and Procurement Support

• Based on request, receive Order Forms for REACH purchases from the concerned requester after authorization and update Order Form follow-up.
• Order Form and Payments follow-up, entry, and update when requested.
• For ready-signed Framework agreements, upon request, assist in preparing Purchase Orders for approval and execution.
• On authorization, he/she requests price quotations from various suppliers for preparation according to the lead time communicated via his/her supervisor.
• Up on request, analyse quotations using the Procurement Memos to ensure ACTED obtains the best possible value for money,
• Submits selection to the Logistics Officer for approval according to the financial rules of the Delegation to the Purchaser.
• Support in the Follow-Up on supplier management issues, including late delivery, late payment, and quality assurance concerns, within one day of identification.
• In coordination with REACH Senior Logistics Officer, ACTED Logistics, and IT, follow up on IMPACT REACH Assets; supports on updating IMPACT Asset list, equipment tracking, and any repair and maintenance

HR Support

• Payslip management—Once the payroll is approved and payslips are printed, ensure that they are signed by all REACH staff and filed monthly.
• Support in Compiling the REACH national staff attendance sheet and sending it to the HR/ADMIN Manager before/by the 10th of every month.
• Update and maintain an accurate Excel database for staff.
• Based on the guidance from Operations, Update REACH Organogram monthly
• Once employment contracts are sent to respective staff, assist in ensuring they are signed and sent back to the capital Office for filing.
• Liaise with field Admin teams on leave follow up updates, consolidate and share with REACH Operations by/before the 20th of every month.
• Support ACTED HR to ensure that each staff has their personnel folder updated regularly with the HR documents and maintain them confidentially.
• Ensure every staff has attendance sheets and that they are correctly filled out and filed monthly
• In collaboration with the Senior Operations Manager and Senior Logistics Officer, ensure smooth staff onboarding, ensuring the incoming staff are well introduced to the team, respective departments are aware of the incoming staff, and proper staff inductions are conducted efficiently by all the teams.
• Aware the Log/IT Department about the incoming staff and ensure that emails, desks, computers, and other needs of incoming staff are well taken care of beforehand.

Finance Support

·         Assist in matching invoices, stock reception forms, and service completion certificates to contracts, file copy documentation, and transfer them to Finance for payment

·         In collaboration with the Logistics Officer, payment follow up with Finance once approved and complete documentation has been submitted by Logistics