Administrative Assistant (Grade 4)

SCOPE OF WORK

USAID/SOMALIA PEOPLE-CENTERED GOVERNANCE (PCG) ACTIVITY

Position

Administrative Assistant (Grade 4)

Maximum Level of Effort

Full-time LTTA

Base of Operations

Mogadishu, Somalia

position reports to

Operations Associate Director

1. Project Background:

The USAID People-Centered Governance (PCG) Activity is supporting local governments in southern Somalia to improve their effectiveness and legitimacy.  To accomplish this objective, the project implements activities aligned with two mutually interrelated and reinforcing immediate results, IR1) that District Councils (DCs) are fairer and more inclusive and IR2) that DCs improve their performance.  PCG will engage at the Federal, State and local levels and will eventually work in several districts within the three (i.e. Hirshabelle, Jubaland, and Southwest) federal member states (FMS) of Somalia. 

1. Role’s Purpose:

The Administrative Assistant will be responsible for efficient and accurate administrative operations of the project office. S/he will maintain proper filing and ensure that all required supporting documents for all transactions follow both DAI (internal) and USAID Cooperative Agreement rules and regulations. The Administrative Assistant will assist in coordinating and arranging travel logistics for project staff, consultants, and visitors.

1. Key Duties and Responsibilities:

• Maintaining project files and documents.
• Providing logistical support for project events and activities.
• Performing receptionist duties: receiving and directing telephone calls, email communications, and in-person inquiries to appropriate staff members; taking and relaying messages.Conducting searches to find needed information, using the internet or any other sources.
• Coordinating conferences and meetings and arranging both in-house and external events.
• Taking meeting notes.
• Supporting the Operations Associate Director in the coordination and follow-up on all transportation logistics for staff, consultants and visitors as needed.
• Supporting consultants and project staff with administrative processes and requirements.
• Scheduling and confirming appointments for clients, customers or supervisors.
• Overseeing and coordinating the purchase, receipt and distribution of office supplies and stationery.
• Understand DAI and USAID rules, regulations, processes and systems for compliant project implementation
• Familiarity with DAI systems particularly TAMIS and other project management systems
• Ensuring the safeguarding of staff and strict adherence to a zero-tolerance policy towards corruption and unethical behavior.
• Upholding DAI ethics and values in all aspects of the job.
• Providing other administrative and operational support as needed.

• Bachelor’s degree preferred and/or 2+ years of administrative assistance experience, or an equivalent combination of education and experience.
• Experience using Microsoft Word, Excel, and PowerPoint.
• Strong verbal and written communication skills in English and Somali.
• Previous experience working with international NGOs or donors, such as USAID-funded projects, is preferable.
• Prior work experience in Somalia.

1. Skills

• Strong verbal and written communication, as well as organizational skills.
• Excellent attention to detail and the ability to plan, organize, and prioritize multiple tasks, remaining flexible while adhering to strict deadlines.
• Strong team player with a positive attitude.
• Flexible to work under pressure and respond to changing needs.
• Demonstrated initiative and self-motivation in handling all assigned tasks with minimal supervision.

1. Reporting

The Administrative Assistant will report to the Operations Associate Director.

Interested applicants should apply through the following link: https://fs23.formsite.com/OLJTgx/ngebny1xup/index