Administrative Assistant – Mogadishu, Somalia

EUCAP

Administrative Assistant – Mogadishu, Somalia

EUCAP

Vacancy for National Staff

LM002 Administrative Assistant

Duty Station: Mogadishu

Availability: As soon as possible

Post Category: Assistant

Group Classification: 3

Reporting Line:

The Administrative Assistant will be under the direct supervision of the Head of Mission Support Department and will report directly to him/her.

Main Tasks and Responsibilities:

  • To assist the Head of Mission Support Department and the Heads of Divisions in scheduling related activities;
  • To verify reports, data and information in the reporting structure;
  • To administer and distribute relevant reports and required information;
  • To write minutes of meetings and follow up on tasks within the Mission Support Department;
  • To co-ordinate internal communication within the Department and organise meetings and presentations;
  • To draft letters, memoranda, reports, and other documents as requested;
  • To maintain office services by assisting the Head of Mission Support Department and Heads of Divisions in organising office operations and procedures, managing correspondence, designing filing systems, assigning and monitoring clerical functions;
  • To be responsible for the effective and appropriate management of the records and archives;
  • To establish and maintain filing systems to meet administrative, legal and financial requirements;
  • Maintaining leave roster and MSD staff presence overview;
  • Finalising monthly attendance sheets;
  • Assist in communication in the local language, including written and oral translations;
  • To assist in related administrative processes;
  • To undertake any other related tasks as requested by the Line Manager.

Essential Qualifications and Experience:

  • Successful completion of secondary education attested by a certificate;

AND

  • After having fulfilled the education requirements, a minimum of 3 years of professional experience in a relevant field of work.

Essential Knowledge, Skills and Abilities:

  • Knowledge and application of records management practices, including an understanding of electronic records management systems;
  • Experience in dealing with internal and external parties and the ability to maintain a high level of confidentiality;
  • Knowledge and ability to work in a high-demanding and fast pace professional environment under tight deadlines;
  • Good administrative and report writing skills;
  • Good English writing and editing skills, with proficiency in Microsoft Word, PowerPoint, Excel, Outlook, and the Internet;
  • Good communication and analytical skills in both written and spoken English; must be able to express him/herself clearly and concisely in written and oral form;
  • Good language skills in the Local Native language;
  • Honesty and integrity; strong sense of confidentiality and discretion in dealing with staff-related matters and financial issues;
  • Proven interpersonal skills and the ability to harmoniously work in a multi-cultural, multi-ethnic team with sensitivity and respect for diversity;
  • Strong organisational skills and knowledge to effectively perform the assigned tasks in a dynamic environment.

Desirable Qualifications and Experience:

  • Experience in planning and organising administrative tasks;
  • Proven organisational and planning skills;
  • Good client orientation skills;
  • Commitment to continuous learning in focusing on technical, IT tools and electronic document management systems to maximise the efficiency of his/her tasks;
  • Previous work experience with an international or government organisation.

Special Note:

  • Mandatory requirement to pass security clearances and medical checks.

GENERAL CONDITIONS

Citizenship – Applicants need to have citizenship of Somalia or have to be in possession of a work/residence permit in Somalia.

Integrity – The candidates must maintain the highest standards of personal integrity, impartiality and self-discipline within the Mission. The candidates are not allowed to provide or discuss any information or document as a result of access to classified and/or sensitive information relating to the Mission or respective tasks and activities. They shall carry out their duties and act in the interest of the Mission.

Flexibility and Adaptability – The candidates must be able to work in arduous conditions with a limited network of support, with unpredictable working hours and a considerable workload. They must have the ability to work professionally as a member of a team, in task forces and working groups with mixed composition (e.g. civilian and military staff) and be able to cope with extended separation from family and usual environment.

Availability – The candidates must be able to undertake any other tasks related with the competencies, responsibilities and functions of the respective position within the Mission, as required by the Head of Mission.

Physical and Mental Health – The candidates must be physically fit and in good health without any physical or mental problems or substance dependency which may impair operational performance in the Mission. To ensure duty of care in a non-benign environment, selected candidates shall be able to serve the full period of contract before reaching the normal age of retirement in the country of residence.

Serious deficiencies in any of these general conditions may result in termination of the contract.

  1. ESSENTIAL REQUIREMENTS

The following are essential requirements in respect of national experts to the Missions for all Job descriptions:

Education and Training – The candidate should have a recognised academic qualification under the European Qualifications Framework (EQF)1, or similar, at a level specified in the individual job descriptions.

Knowledge – The candidates should have knowledge of the EU Institutions and Mission Mandate.

Skills and abilities

Language Skills2– Spoken and written proficiency in English as the working language of the Mission. Certain positions may require higher language skills further specified in the individual job descriptions.

Communication and Interpersonal Skills – The candidates must have excellent interpersonal and communication skills, both written and oral. In particular, they must be able to write reports in the working language of the Mission.

Organisational Skills – The candidates must have excellent organisational skills, with the ability to prioritise work to meet deadlines, and a concern for order and accuracy.

Computer Skills – Skills in word processing, spreadsheet and e-mail systems are essential.

Serious deficiencies in any of these essential requirements may result in termination of the contract.

III. ESSENTIAL DOCUMENTS AND EQUIPMENT FOR SELECTED CANDIDATES

National ID card or work/residence permit – The shortlisted candidates will provide the national ID card or work residence permit before the date of the interview.

Education diploma(s)/certificate(s) and/or professional certificate(s) – The selected national candidates must have and present to the mission the university diploma or the professional certificate/diploma, depending on the job description, before signing the contract or taking up the duties. Documents supporting educational qualifications and work experience should be accompanied by certified translations of the original documents in the English language, if issued in another language, in accordance with the European Commission Guidelines for Lifelong Learning, which ensures transparency in higher education and fair and informed judgements about qualifications.

Security Clearance – The selected candidates will have to be security cleared before they will sign the contract of employment.

Certificate/Booklet of Vaccination – The selected candidates must be in possession of a valid certificate/booklet of vaccination showing all vaccinations and immunisations received. They also must be vaccinated according to the required immunisations for the Mission area.

Medical Certificate – The selected candidates should undergo an extensive medical examination and be certified medically fit for Mission duty. As temporary measure and while the COVID-19 pandemic persists, Missions will request an extensive medical examination taking into account the exceptional circumstances of COVID-19 crisis. In a similar manner a dental examination should be certified where it is stated that no eminent dental issues are foreseen. A copy of the result of the medical examination as well as the certification must be provided by selected personnel and sent to the Medical Adviser of the Mission before joining the

Mission. Medical data will be handled with confidentiality and in line with EU Charter of Fundamental Rights and the Standard Operating Procedure on the protection of personal data.

Deficiencies in any of the documents asked for a specific position may result in failure of the selection process.

  1. ADDITIONAL INFORMATION

Gender balance – The EU strives for improved gender balance in CSDP operations in compliance with UNSCR 1325 on women peace and security.

Selection Process – The candidates considered to be most suitable will be shortlisted and, if needed, interviewed by video call/phone, before the final selection is made.

Information on the Outcome – The candidates will be informed about the outcome of the selection process after its completion.

Training – The selected candidates should complete induction and security/medical training upon arrival.

Data Protection – The EEAS, and its Directorate CPCC processes personal data pursuant to Regulation (EC) 2018/1725 on the protection of natural persons with regard to the processing of personal data by the EU institutions and bodies and on the free movement of such data, as implemented in the EEAS by the Decision of the High Representative of the Union for Foreign Affairs and Security Policy of 8 December 2011. The Privacy statement is available on the EEAS website.

Application-Form-National-Staff-Somalia

Deadline for Applications: 12 March 2022 at 16:00 EAT

Application process

Send filled in application to jobs@eucap-som.eu electronically only;

Applications will be considered only when using the Application Form (AF), indicating which position(s) the candidate is applying for;

  • Please, fill in only one application form containing maximum 2 positions you apply for;
  • More than one application form will not be accepted from the same applicant, in case more than one is sent, the earliest will be taken into consideration;
  • Applications should be filled in English;
  • Only duly filled in English application forms will be accepted;
  • Should you need additional employment records, you can modify the application form accordingly;
  • All other forms of applications and/or after deadline submissions will be disregarded;
  • None of the documents submitted will be returned;
  • Due to the high number of applications received in each selection procedure, only shortlisted candidates invited for the interview phase will be contacted.

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