2023-06-10

Administrative Clerk – Mogadishu, Somalia

Mogadishu, Somalia
Posted on June 10, 2023

UNOCHA

Administrative Clerk – Mogadishu, Somalia

Administrative Clerk – UNOCHA Somalia

Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background and Organizational Context

Somalia’s prolonged humanitarian crisis is characterized by ongoing conflicts, climate shocks including floods and drought, communicable disease outbreaks and weak social protection. Since the beginning of 2020, two additional shocks have contributed to a deterioration of humanitarian conditions: the desert locust infestation and the COVID-19 pandemic. Flooding displaced 840,000 people in the first 10 months of 2020 and destroyed infrastructure, property, and 144,000 hectares of agricultural land. Somalia also experienced the worst desert locust invasion in 25 years; tens of thousands of hectares of cropland and pasture were damaged, with potentially severe consequences for agriculture and pastoral-based livelihoods. Communities living in conflict areas were severely impacted by armed violence. COVID-19 directly impacted the lives of Somalis, worsening patterns of vulnerability. This came on top of ongoing disease outbreaks such as cholera, measles and, recently, vaccine-derived poliovirus. Lower Shabelle Region of South West State continues to bear much of the brunt of those affected by the negative impact of the shocks mentioned.

Position Purpose

The Administrative Clerk position is in the Office for the Coordination of Humanitarian Affairs (OCHA) Somalia in Mogadishu-Somalia. The Administrative Clerk reports to the Head of Administration and Administrative Analyst in the Administration and Finance unit, OCHA Somalia.

Duties and Responsibilities
Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to preparation of administrative team results-oriented workplans.

Provides administrative and logistical support, focusing on achievement of the following results:

Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
Arrangement of travel and hotel reservations, preparation of travel authorizations.
Support staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
Administrative support to organization of conferences, workshops, retreats.
Collection of information for DSA, travel agencies and other administrative surveys;
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP;
Extracting, inputting, copying and filing data from various sources.
Maintenance of files in Administrative Unit;
Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Collection of information on assets management, maintenance of records and files on assets management.
Maintenance of files and records relevant to office maintenance.
Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property and reporting of the same.
Receipt, registration, coding and forwarding of incoming faxes, letters, and other correspondence to proper department/unit/office.
Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received.

Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration.
Contributions to knowledge networks and communities of practice.

Skills and Qualifications

Competencies

Core Competencies

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively : LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously : LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility : LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner : LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion : LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Business Management : Operations Management – Ability to effectively plan, organize and oversee the Organization’s business process in order to convert its assets into the best results in the most efficient manner.
Business Management : Customer satisfaction/ Client Management – Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions and deliver timely and quality results and or solutions to fulfil and understand the real customer needs.
Business Management : Communication – Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and chose communication methods depending on the audience.
Business Development : Knowledge Facilitation – Ability to animate individuals and communities of contributions to participate and share, particularly externally.
Business Management : Digital awareness and literacy – Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
Business Management : Working with evidence and data – Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Administration and Operations : Documents and records management – Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Required Skills and Experience

Education:

Secondary education is required.
University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience, Knowledge:

Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant experience in administration or programme support services.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is an asset.
Experience in handling of web-based management systems is desirable.
Fluency in written and spoken English is required. Knowledge of another UN official language is highly desirable.

Skills:

Operations Management
Communication
Client satisfaction/ Client management
Knowledge facilitation
Working with evidence and data

How to apply

Disclaimer Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications. Applicant information about UNDP rosters
Note: UNDP 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 UNDP at the same grade level and with similar job description, experience and educational requirements. Non-discrimination UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
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Apply Before: 06/23/2023

Apply Here

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