Job Identification : 14977

Locations : Mogadishu, Somalia

Posting Date : 12/04/2023, 12:17 PM

Apply Before : 12/19/2023, 04:59 AM

Degree Level : Secondary School Leaving Certificate

Job Schedule : Full time

Agency : UNOCHA

Grade : G6

Vacancy Type : Fixed Term

Practice Area : Management

Bureau : Regional Bureau for Arab States

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Required Languages : English and Somali

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

Job Description

Background

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.

Under the guidance of the Deputy Head of Office and reporting directly to the Head of Office, the Executive Associate ensures effective and efficient functioning of the Front Office, full confidentiality in all aspects of an assignment, maintenance of protocol procedures, management of information flow, follow up on deadlines and commitments made.

The Executive Associate works in close collaboration with OCHA staff, UN Agencies and NGOs, as well as national authorities in Somalia and Kenya, to ensure efficient flow of information, actions on instructions, agendas, drafts letters on behalf of the Head of Office.

Duties and Responsibilities

Summary of Key Functions:

• Ensures effective and efficient functioning of the OCHA Front Office
• Ensures provision of effective communication support to the office unit
• Ensures administrative support to the office
• Provides support to effective advocacy of OCHA activities
• Facilitation of knowledge-building and knowledge sharing
• Ensures effective and efficient functioning of the Front Office focusing on achievement of the following results:
• Coordinate and maintain the supervisor’s calendar of meetings, organize meetings, contacts with high-ranking visitors, arrangement of appointments and meetings, draft replies to invitations and meetings; researches briefing materials, acting as an interpreter when required and/or taking minutes.
• Preparation of high quality briefing materials for supervisor appointments, meetings, missions.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on his signature and making follow up when required.
• Use of automated office management systems for effective functioning of the front office.
• Ensures provision of effective communication support to the office on achievement of the following results:
• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Facilitation of information sharing between UNCT and OCHA.
• Review and screening incoming correspondence for the Head of Office attention and prioritize documents according to action required; review and edit outgoing correspondence for the Head of Office signature; ensure quality control, substance, sensitivity of issues, and that they are prepared according to OCHA standards;
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

3. Ensures administrative support to the office, focusing on the achievement of the following results:

• Assist in managing day to day operations of the front office; convey to staff directives and information from the Head of Office; participate in and drafts minutes of meeting and ensure proper dissemination.
• Make arrangements for official travel of the Head of Office, communicate with meeting organizers/country offices on logistics; set itinerary, follow, obtain clearances, visas, tickets necessary for travel. d7fdhmw Dgn9ml
• Preparation and dissemination of briefing packs upon request.
• Ensures facilitation of knowledge building and management.
• Any other assignments at the request of the other staff

4. Provides support to effective advocacy of OCHA activities in close consultation with the Desk Officer in Headquarters and relevant Units focusing on the achievement of the following results:

• Maintenance of information of Front Office activities.
• Preparation of public information materials as required.
• Preparation and dissemination of briefing packs.

5. Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Synthesis of best practices and lessons learnt.
• Sound contributions to knowledge networks and communities of practice.
• Organization of trainings to OCHA staff.

Competencies

Expected Demonstration of Competencies

Core

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 a 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

Thematic Area

Name

Definition

Administration & Operations

Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Communications

Writing and editing

Ability to create and/or edit written content in different UN languages.

Business Direction & Strategy

Business Acumen

Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Business Development

Knowledge Generation

Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

List 3-5 most important skills from competencies required for the position – limited to 1-3-word descriptions – that will help inform workforce planning of critical skill supply and demand.

• Excellent communication skills
• Demonstrate meetings and high rank visitor arrangements
• Demonstrate high level of confidentiality

Required Skills and Experience

Education:

• Secondary Education with six years of relevant experience as executive support national and international level is required
• A bachelor’s degree in economics, Social Sciences, International Relations, Political Sciences or related fields in combination with three years of relevant working experience;

Experience

• A minimum of 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
• Ability to express clearly and concisely, ideas and concepts in written and oral form.
• Excellent communication skills.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling web-based management systems.
• Experience working with UN agencies or international NGOs is desirable.

Language requirements (Required / Desired)

• Fluency in written and spoken the English Language is required
• Fluency in written and spoken Local language – is required

Disclaimer

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.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

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