Administration Manager

Job Title: Administration Manager
Reports to: Operations Director
Terms: One year contract but renewable depending on funding availability, performance of the
post-holder and programme needs
Salary: GB5 Step 1
Requirements: This position is based in Concern’s Mogadishu office and involves providing substantial
support to Concern’s programme locations across Somalia.
About Concern: Established in 1968, Concern Worldwide is an international, humanitarian, non-governmental
organisation dedicated to the elimination of extreme poverty and the reduction of human
suffering, primarily in fragile countries.
Concern’s vision, our mission and our work are all defined by one goal – ending extreme
poverty, whatever it takes. Concern strives for a world where all people live in peace and
prosperity and are treated equally, with dignity and respect.
Informed by the priorities of affected communities, we go where the needs are greatest and
work to save lives, protect and develop livelihoods, support recovery and build long-term
resilience. Our work is guided by our core values and nurturing a culture of inclusion,
compassion and humanity.
Role Purpose: The Administration Manager is responsible for the effective, safe and compliant management
of Concern’s office and guesthouse facilities across Mogadishu, Baidoa, and Galkayo. The role
supports the Operations Director in delivering high-quality administrative and security
management services to ensure effective programme delivery. The post holder also acts as
Security Focal Point (SFP) at Mogadishu and Galkayo programme level, supporting
implementation of the Security Management Plan (SMP) and associated SOPs.
Responsibilities:
Administration & Operational Support
 Ensure all offices and guesthouses facilities are functional, well-maintained and compliant with organisational
and statutory requirements
 Oversee maintenance, repairs and servicing of buildings, utilities (electricity, water, sanitation) and
equipment, ensuring efficiency and cost-effectiveness
 Manage leases, utilities, and service contracts ensuring timely renewal, compliance and continuity of services
 Maintain accurate asset register, inventories, and facility documentation, ensuring proper labelling, tracking,
and audit readiness
 Oversee day-to-day office administration, including reception services and visitor access systems
 Ensure safe, well organised working environments through effective space planning and workstation readiness
 Coordinate accommodation arrangements for staff and visitors and maintain team houses to acceptable living
standards
 Ensure continuous availability, proper management, and accurate record-keeping of office supplies,
stationery, safety equipment and other essential services
RE-ADVERT
Administration Manager
 Coordinate and ensure the efficient delivery of administrative support for staff travel including flights,
accommodation and transport arrangements
 Ensure national and international staff movements are compiled and shared with management on weekly
basis.
 Support onboarding of international staff and visitors, including accommodation, orientation and logistics
support as required
 Ensure visas, permits, and other official documentation are processed with relevant authorities efficiently
 Ensure effective filing systems, documentation, and administrative trackers are maintained all the time
 Ensure administrative payments (rent, utilities, service contracts) are processed in a timely manner and in
coordination with Finance
 Line manage administrative and support staff, including supervision, performance management, and capacity
development
 As the carbon audit focal point, ensure carbon audit data on air travel, vehicle and generator fuel consumption,
electricity use, printing paper, and air conditioning is accurately compiled and submitted annually to HQ for
auditing purposes
 Prepare monthly administrative report and submit to the OD for review
 Manage and monitor administrative budgets for Mogadishu, Baidoa and Galkayo operations
Safety and Security Management
 Act as Security Focal Point (SFP), supporting implementation, monitoring, and improvement of the SMP and
related SOPs
 Ensure SFG meetings are organised, documented and follow-up actions implemented
 Ensure all new staff and visitors receive comprehensive and timely security briefings upon arrival
 Monitor the security environment and ensure timely communication of risks, threats and incidents to staff
and management
 Ensure accurate and timely incident reporting via the Security Incident Reporting Tool (SIRT)
 Activate and coordinate emergency communication systems (call tree) during incidents and keep senior
management informed
 Ensure security systems (guards, CCTV, alarms, tracking systems) are functional, maintained, and regularly
reviewed
 In collaboration with Concern’s Head of Security Guards, oversee and evaluate the performance of office
guards and contracted service providers
 Organise and conduct security drills, simulations, and evacuation exercises
 Compile and submit monthly security and political context updates to management
 Support emergency preparedness, contingency planning, and operational response, including staff relocation
or evacuation
 Maintain strong coordination with key stakeholders (government, NGOs, UN, INSO, partners, communities) to
gather and share reliable security information
Other Duties
 Ensure compliance with health and safety standards across all facilities
 Conduct regular risk assessments and safety inspections and implement mitigation measures
 Ensure that office and guest house facilities are gender and disability responsive and inclusive, taking welfare
of staff and residents into account
 Ensure availability and proper use of first aid kits, PEPSI kits, hibernation kits and safety equipment
 Organise safety trainings (e.g. First Aid, Psychological First Aid) and promote staff wellbeing
 Integrate safety considerations into all facilities and operational decisions
 Ensure facilities are prepared for emergency scale-up and response operations
 Promote good environmental practices to reduce Concern’s carbon footprint and lead the organisational
Green Agenda by encouraging behaviour change across all staff
 Support engagement with government ministries, local authorities, and external stakeholders
 Ensure compliance with legal and regulatory requirements, including registration, taxation, and statutory
obligations
 Represent the organisation in external meetings when required
 Track and report facilities-related costs, ensuring accountability and effective budget utilisation
 Uphold organisational values, Code of Conduct, safeguarding principles, and confidentiality standards
 Promote safeguarding and FCRM awareness on expected staff behaviour to communities
 Participate in emergency response activities as required
 Perform any other duties assigned by the Operations Director

Role Holder Requirements:
 Bachelor’s degree in business administration, management, public administration, operations management,
or related field.. A master’s degree or relevant professional certification is an added advantage
 4–6 years of progressive experience in administration or office management, preferably with INGOs, with at
least 1 year of management Additional certification in Administration, Security Management, Health &
Safety, or Facilities Management is an advantage
 Strong knowledge of procurement, asset management, budgeting and organizational policies and
procedures.
 Ability to work under pressure, manage competing priorities and maintain confidentiality
 Strong problem solving, planning and decision-making abilities
 Excellent organizational, communication and interpersonal skills
 Excellent working knowledge of Microsoft Office applications

How to Apply;
Interested candidates, who meet the above requirements, should submit their applications (cover letter and
updated CVs) by email to [email protected] with the subject line “Application for Administration
Manager” by Sunday 27 September 2026. Due to the urgency of this position, early applications are encouraged, as
the vacancy may close early and applications will be reviewed on a rolling basis.
If you have any concerns about our recruitment process and need particular assistance - for example if you have a
disability e.g. a hearing impairment - please let us know and we will do our best to respond to your needs.
Important information:
Concern has an organisational Code of Conduct with three Associated Policies: The Programme Participant
Protection Policy, the Child Safeguarding Policy, and the Anti-Trafficking in Persons Policy accessible here. These
have been