Administrative Assistant – Mogadishu, Somalia

Administrative Assistant – Mogadishu, Somalia

Closing date: 15 Sep 2023

Position Title : Administrative Assistant

Number of positions: 1

Reporting to: HR & Administration Manager

Duty Station: Mogadishu

Contract Duration: 12 Months

Organisational background:

Action Against Hunger leads the global movement to end hunger. We innovate solutions, advocate for change, and reach 24 million people every year with proven hunger prevention and treatment programs. As a nonprofit that works across 50 countries, our 8,300 dedicated staff members partner with communities to address the root causes of hunger, including climate change, conflict, inequity, and emergencies. We strive to create a world free from hunger, for everyone, for good.

Action Against Hunger USA is part of the Action Against Hunger International network. As an independent NGO, Action Against Hunger USA currently manages operations in 8 countries: Kenya, South Sudan, Somalia, Tanzania, Uganda, Ethiopia, Zambia and Haiti. Action Against Hunger-USA has over $100 million in programs, and approximately 1,800 permanent staff based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

Job Summary

The Administrative Assistant Will Perform a wide range of administrative and office support activities for the department and/or managers to facilitate the efficient operation in the Somali Mission. The administration assistant plays a crucial role in supporting the day-to-day administrative functions of the organization, contributing to its overall efficiency and effectiveness in pursuing its mission and goals.

• Purpose: provide support in administrative matters for a Finance, Logistics Human resources unit by performing varied responsible office support functions.
• Engagement: Interact with various departments and staff within Somali Office.
• Delivery: Use different administrative skills to not only support players but also develop a working knowledge that will ensure effective day to day running of the Somalia Mission, add value to the organization and promote a sense of pride purpose and belonging

Essential job duties

Objective 1: General Administrative Support

• Updating the Centre’s contact list i.e. telephone, email addresses and skype.
• Receive, sort and distribute the Mails
• Flight bookings
• Maintain office running supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• In conjunction with Logistics, act as a contact person for general maintenance requests (plumbing, electricity, internet, phone and other workmen) as the need arises
• Coordinate with the Supply chain officer on all ground transport for staff.
• Manage administrative matters for transit staff such as visas, vaccinations etc.
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Receive invoices from suppliers and dispatch to Logistics and Finance.
• Perform related duties as assigned.

Objective 2: Human Resource Support

• Record and file staff leave requests as received
• Assist HR department update the staff files.
• Update Master Staff data on Monthly Basis
• Timesheets update.

Supervisory Responsibilities

None

Fiscal Responsibility

None

Physical demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions.
• Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to travel as required for standard domestic and international official matters. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and outside weather conditions, as well as infectious diseases

Gender Equality Commitments & Zero Tolerance to Abuse

• Foster an environment that reinforces values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.
• Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

Required Qualifications

• Degree in Business Administration or any other related field of study from a recognized university.
• 2-year Experience in a similar role, preferably in an INGO

Required Skills & Competencies

• Excellent interpersonal and communication (verbal and written) skills
• Ability to provide or recommend solutions to problems
• Flexible to assume additional responsibilities; proactive approach to work and able to work with minimum supervision.
• Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and in different departments
• Ability to work and contribute positively in a team
• Excellent Computer skills in word, Excel and Email.
• Commitment to AAH work and values

How to apply

Applications, including CV with cover letter and 3 professional references to be sent via email to: hr-recruitment@so-actionagainsthunger.org not later than 15th September, 2023 clearly mentioning the position on the subject line.

Only Shortlisted candidates will be contacted.

 

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