Job Title: NATIONAL POST: Administrative Assistant, Mogadishu, Somalia [G5]

Job ID: 41512

Location: Arab States

Full/Part Time: Full-Time

Regular/Temporary: Regular

Rotation: This post is non-rotational.

PLEASE NOTE THAT THIS VACANCY IS OPEN ONLY TO NATIONALS OF SOMALIA

Closing date: 31 March 2022

Duty station: Mogadishu, Somalia

Post type: Fixed Term Appointment

Duration: One year renewable (*)

(*) Possibility for contract renewal based on need, performance, and availability of funds and in

accordance accordance with UN Staff Regulations 4.5.

Organizational Setting

The Position: Under the overall guidance of the International Operations Manager and the direct supervision of the Administrative Finance Associate, the Administrative Assistant provides Administrative, Logistics, Protocol and Travel support to the Somalia Country Office.

How you can make a difference: UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Main Tasks & Responsibilities

Job Purpose: The Administrative Assistant is responsible for supporting the day-to-day operations of the UNFPA Country Office. You will provide support services and guidance to users in all matters relating to administration and logistics while promoting a client, quality and results-oriented approach to your work.

You will report to the Head of the Operations Unit.

The Administrative Assistant will be responsible for: 1. Operational support

•  Supports implementation of travel and administrative management best practices, ensuring that travel, vehicle rental, hospitality and non-hospitality events are performed in adherence to UN/UNFPA rules, regulations and strategies and that procedures are complied with at all CO units;
•  Support in the management of all administrative aspects of the office, proposing adjustments and improvements to existing procedures and SOPs and fully compliance with policies.
•  Support the routing of payments via the AODOCs electronic document and transactional management system

3. Travel, Administration and Logistics & support

•  Supports staff in all administrative aspects related to travel management.
•  Provides support to reviewing the accuracy and completeness of specifications for good/services to be contracted (Air tickets + Catering + Conference venue + etc);
•  Procures tickets for staff and supported delegates/partners as per UNFPA policies and procedures;
•  Evaluates quotations/offers for tickets and administrative services and recommends/ proposes suppliers as appropriate;
•  Processes purchase orders for tickets, DSAs, rented transport, etc in compliance with existing policies and procedures;
•  Provides hospitality/catering/logistical/administrative support and follow-up for meetings/conferences;
•  Provides logistical and administrative support and follow-up for all UNFPA events.
•  Facilitates receipt, checking and timely confirmation of procured services/goods by programme staff; Verifies receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed
•  Supports the development and management of the rosters of suppliers of administrative services
•  Maintains an office filing system and assist in archiving
•  When required, assist during asset inspection, verification, recording and tagging.
•  Supports timely provision & maintenance of vehicle management records and vehicle usage.
•  Services and contract managements
•  Organization of shipments, customs clearance arrangements, preparation of documents for
•  UNFPA shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions.
•  Custodian of vehicle management records – usage, maintenance and any discrepancies
•  Assists in maintenance and management of administrative agreements in accordance with UNFPA rules, regulation and procedures;
•  Supports the development, drafting and issuing of contracts, service requests, letters for clearance by International Operations Manager;
•  Maintains an accurate and updated list of relevant UNFPA administrative services agreements and LTAs in place with dates of renewals; dBN05Sb Dgn9XC
•  Liaises with internal colleagues and suppliers (or procurement team when applicable);
•  Investigates and follows up on any provision of service related problem/inquiry to ensure suppliers’ adequate performance and customers’ satisfaction;
•  Receives, tracks and processes invoices related to administrative services;
•  Provides prompt responses to follow up on any query submitted by other UNFPA departments and/or clients whether directly involved or not.
•  Undertakes other tasks and duties as assigned by the Head of Office, International Operations Manager or the Logistics and Administrative Associate.

Qualifications and Experience

Education : Completed High School Level Education with three [3yrs] relevant experience required. First level university degree in any business related field is an asset.

Knowledge and Experience:

•  Three [3 years] of progressively responsible experience in a similar position, or in the areas of General Administration, Facilities or Travel and logistics.
•  Knowledge of the United Nations systems and procedures would be an advantage.
•  Strong interpersonal and organizational skills.
•  Good knowledge of Atlas/PeopleSoft is an advantage.
•  Good written and verbal communication skills.

Languages : Fluency in English and Somali languages, written and spoken is essential.

Required Competencies

Values:

•  Exemplifying integrity
•  Demonstrating commitment to UNFPA and the UN system
•  Embracing diversity in all its forms
•  Embracing change Core Competencies:
•  Achieving Results
•  Being Accountable
•  Developing and Applying Professional Expertise/Business Acumen
•  Thinking analytically and Strategically
•  Working in Teams/Managing Ourselves and our Relationships
•  Communicating for Impact

Functional Competencies :

•  Providing logistical support
•  Managing Data
•  Managing documents, correspondence and reports
•  Managing informtion and work flow
•  Planning, organising, multitasking

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

Note: UNFPA reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNFPA at the same grade level and with similar job description, experience and educational requirements.

Applications that do not meet the above requirements will be disregarded. Only shortlisted candidates will be contacted.

Compensation and Benefits

This position offers an attractive remuneration package commensurate with the level of the post. The package includes a competitive net salary plus Annual leave, health insurance and other benefits.

Disclaimer

WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

For any questions or comments please contact recruiting@unfpa.org

 

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