CARE International is a humanitarian aid organization fighting global poverty, with a particular focus on working with women and girls to bring lasting change to their communities. As a non-religious and non-political organization, CARE works with communities to help overcome poverty by supporting development projects and providing emergency relief. We believe supporting women and girls is one of the most effective ways to create sustainable outcomes in poor communities.

JOB SUMMARY

The purpose of this position is to provide efficient and effective Administrative support to the CO, working in close collaboration with the Administration Manger to oversee and ensure proper office and guesthouse maintenance, assets management within their scope, lease & contracts management, travel administration and other duties as specified.

MAJOR RESPONSIBILITIES:

General Administration

• Responsible for maintenance of facility leases (office and guesthouses), ensuring that the leases remain valid and up to date.
• Ensure that there are enough supplies for office use including stationery, equipment, furniture, water and beverages.
• Ensure that staff work in a conducive environment where there is enough aeration, lighting and free from occupational dangers like loose cables and not appropriately arranged equipment/ furniture.
• Responsible for all service contracts related to general administration such as maintenance and supplies contracts.

Facilities

• Responsible for maintenance of facilities (office and guesthouse), including cleaning, hygiene and general wellbeing of staff, ensuring that there is appropriate furniture, communication facilities and sanitary facilities.

ensuring that facilities are kept in good usable, safe and secure conditions, including electrical, fixtures and plumbing. Liaise with the Landlords in case of the need for major repairs or maintenance.

• Responsible for the maintenance of leases and rental contracts, ensuring that they are valid, updated and duly signed. Responsible for managing the guesthouse including maintenance of the guesthouse.
• Manages the cooks and the food in the guesthouse.
• In liaison with Procurement, ensures that there is enough supplies for the guesthouse.
• Responsible for the wellbeing of those who stay in the guesthouse
• Maintain and update the leases in PeopleSoft

Events and accommodation

• Responsible for ensuring that appropriate systems and procedures are in place to support efficient and effective management of guesthouses.
• Responsible for the management of guesthouse.
• Responsible for hotel and guesthouse bookings and accommodation related to travel.
• Organize meetings, conferences and workshops as needed. Prepare and disseminate materials for such events.
• Liaise with finance to ensure timely payment to vendors relating to events and accommodation including managing of those vendor’s accounts and relationships.

Travel

• Responsible for Transportation of goods/parcels and personnel travel for both the Somalia country program and ECSA Regional Management Unit in including flight bookings for staff and visitors and follow-up collection and dispatch of cargo and parcels.
• Oversee local transport bookings related to travels (airport transfers), events and liaison for both the Somalia CO.
• Ensure all staffs travelling to and from the field have the right travel documents, visas and necessary travel documentation and information.
• Liaise with procurement, Admin and those responsible for flight bookings in Somalia regularly on staff and cargo movement and provide support as appropriate.
• In charge of the Country Office Travel Desk and therefore, responsible for managing and coordinating the function of the Country Office’s online travel management system (CTAM).
• Coordinate and facilitate travel arrangements for external staff and visitors (CI personnel, consultants etc) in collaboration with the travel desk.
• Liaise with finance to ensure timely payment to vendors relating to flights, travel, events and airport transfers including managing of those vendor’s accounts and relationships.

Asset management

• Responsible for storage of equipment and office/ guesthouse supplies and ensuring that appropriate records are maintained and supplies and equipment issued as and when needed.
• Responsible for storage and warehousing of other project supplies and keeping appropriate records of the same.
• Responsible for equipment movement, ensuring that proper records are maintained.
• Responsible for the maintenance of office and guesthouse property register
• Prepare and submit monthly Furniture, Fixtures and Equipment (FF&E) reports.

General Insurance

• Responsible for managing and maintenance of general insurance which include equipment, furniture and supplies, ensuring that general insurance policies are maintained and kept up to date.

Facility Security and safety

• Security focal point for the location where based and responsible for ensuring that appropriate physical security systems are in place and staff are kept informed of the security procedures and systems.
• Organize regular security and safety trainings, drills and information sharing.

QUALIFICATIONS AND COMPETENCIES

• Diploma in Communications, Administration or other relevant studies
• Competent in Microsoft word, power point and Excel programs
• Fluent in English both oral and written
• A team player with good organizational and interpersonal skills
• Ability to use one’s judgment, collect synthesize and report information including recommendation for action.
• Personal initiative, proactive, reliable and ability to coordinate, control and plan. Able to work with limited supervision.
• At least three years working in a busy administrative environment

KEY RELATIONSHIPS

Internal contacts

• All staff, SMT, PQU, RMU
• Somalia sub-offices

External contacts

• Vendors (Flight companies, hotels
• Somalia stakeholders