Administration Assistant

Overview of position

Our client's Somalia’s Community Stabilization Unit (CSU) harnesses the gains made by their previous stabilization programs Breaking the Climate Conflict in Galmudug (Deegaan Bile Galmudug as shorthand) & Stabilization Support to Somalia II (Daryeel as shorthand) & aims to foster peace & stability thereby providing a bridge to longer term development interventions. To this end, their CSU is implementing several programs / projects across the 4 states Jubaland, Southwest State, Hirshabelle & Galmudug. These include the EU funded Breaking the Climate-Conflict Cycle in Hirshabelle, the USAID-funded Stabilization Through Education Programme (STEP) & Stabilization & Reconciliation in Somalia, the Danish funded Forging a Greener Peace in the Hirshabelle State of Somalia, FCDO funded Rapid Stabilization Support to Somalia (RSS) & several projects in the pipeline by other donors.

In view of Community Stabilization Unit’s expanding portfolio, under the overall supervision of Senior Program Coordinator (Community Stabilization) & the direct supervision of the National Officer (CSU Administration), the Unit seeks to recruit an Administration Assistant. The successful candidate will be responsible for providing clerical support to CSU administration including raising travel requests, purchase requisition forms, travel expense claims, payments for vendors, supporting the other administration colleagues keep track of all ongoing tasks among many other tasks & based in Mogadishu.

Role objectives

• Carry out administration tasks within the office, including all required procurement & finance tasks.

• Monitor stocks of office supplies & report the stock level for replenishments to the National Program Officer (CSU Administration) & Senior Administration Assistants (such as printers, printer ink, printing paper, laptops, tables, & desks etc.).

• Prepare monthly update spreadsheet for all administrative tasks & submit them to the National Program Officer (CSU Administration) & Senior Administration Assistants.

• Scan & process vendor payments through OIPA system for all Community Stabilization Unit payments generated from the sub offices & within Mogadishu.

• Verify invoices as per established organization processes & approvals including all implementing partner’s payments.

• Support & follow up upon the request of individual staff’s travel authorization & travel expense claims for timely filing & completion.

• Set up & maintain internal database, filing system, store & manage data & information relevant to the scope of program / project activities.

• Assist in implementation of project / program administrative tasks, including organizing meetings, workshops, training, conference, etc.

• Follow up on the procurement process & documentations.

• Step by step from acquisition stage, PRF system inputs, up to delivery of goods / services.

• Provide training on the administrative tasks to new staff when requested.

• Perform such any duties as may be assigned.

Project reporting

• This role works under the overall supervision of Senior Program Coordinator (Community Stabilization) & the direct supervision of the National Officer (CSU Administration).

Key competencies

• Thorough understanding of the UN administration & finance processes, rules & regulations.

• Excellent communication & negotiation skills.

• Demonstrated ability to maintain integrity in performing responsibilities assigned.

• Ability to pay close attention to details, take initiative & work with minimal supervision.

• Knowledge in using office equipment a& excellent knowledge in MS Windows.

• Prior experience in usage of SAP is an added advantage.

• Must have prior & relevant work experience of a minimum of 2 years in Africa.

• Must be fluent in Somali & English & working knowledge of Arabic is desired.

• Respects & promotes individual & cultural differences. Encourages diversity & inclusion.

• Maintain high ethical standards & acts in a manner consistent with organizational principles / rules and standards of conduct.

• Demonstrates ability to work in a composed, competent & committed manner and exercises careful judgment in meeting day to day challenges.

• Demonstrates willingness to take a stand on issues of importance.

• Shows compassion for others, makes people feel safe, respected & fairly treated.

• Develops & promotes effective collaboration within & across units to achieve shared goals & optimize results.

• Produces & delivers quality results in a service oriented & timely manner. Is action oriented & committed to achieving agreed outcomes.

• Continuously seeks to learn, share knowledge & innovate.

• Takes ownership for achieving the organization’s priorities & assumes responsibility for own actions & delegated work.

• Encourages & contributes to clear & open communication. Explains complex matters in an informative, inspiring & motivational way.

Team management

• This role has no team management responsibility.

Further information

• Qualified female candidates are encouraged to apply for this role.

• This role may have an extension depending on donor funding & the selected candidates work performance.

• Educational certificate of the selected candidate will be sent for verification

Disclaimer:
· At no stage of the recruitment process will CTG ask candidates for a fee. This includes during the application stage, interview, assessment and training.
· CTG has a zero tolerance to Sexual Exploitation and Abuse (SEA) which is outlined in its Code of Conduct. Protection from SEA is everyone’s responsibility and all staff are required to adhere to CTG’s Code of Conduct at all times.