Senior Administration and Safety Officer, Mogadishu, Somalia

Vacancy Announcement

Concern Worldwide is an international non-governmental humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.

Applications are invited from suitably qualified candidates for the following position:

Job Title: Senior Administration and Safety Officer

Reports to: HR & Administration Manager

Job Location: Mogadishu

Contract Details: One (1) year (renewable)

Job Purpose:

The main objective of the position is to provide quality and efficient administrative and security management support to Concern’s Mogadishu offices. The position may also support the HR function when needed. The incumbent will act as a Security Focal Point (SFP) for the Mogadishu office and will closely work with the Security Focal Group (SFG) to ensure that organization’s security management plan and procedures are implemented, updated regularly and known to staff.

Main duties & Responsibilities:

Administration

• Carry out administrative functions of the Mogadishu office and provide support required by all Concern staff including but not limited to flight or hotel bookings, travel arrangements, organizing office meetings, trainings and workshops, taking minutes of staff meeting and circulating to the relevant staff thereafter.
• Process monthly bills for Mogadishu office, which include rent, utilities, garbage disposal, casual staff among others.
• Responsible for submission and follow up of staff visa applications as and when required
• Organize transport/escort booking for visitors with Peace Business Group (PBG).
• Receive office visitors and provide required support and guidance as required.
• Maintaining up to date admin filing system.
• Ensure proper records are maintained for utilization of office stationery and supplies
• Ensure proper maintenance and functioning of the office equipment and other facilities (photocopy machine, telephones, toilets, etc.).
• Ensure the proper functioning of the office utilities (water & electricity)
• Ensure effective communication with logistics, finance and programme team regarding outstanding bills, and administrative issues.
• Initiate/Raise Supplies Requisition (SR) for admin related expenditure (e.g. purchase of office stationary, utility bills, office rent, casual services, repairs and maintenance, etc.).
• Organize renewal and signing of office lease agreements, utilities and domestic staff contracts in good time.
• Assist in the management of Concern guest/team house and ensure that the facility is suitable for visitor’s use.
• Assist in ensuring all office facilities and equipment are in good working condition and that any necessary repairs are undertaken immediately.
• Liaising with staff medical insurance providers on timely issuance of medical cards, submission and follow up of staff complaints and action taken
• Supervise office domestic staff.

Safety and Security Management

• Be an active member in the Mogadishu office Security Focal Group (SFG) and serve as a Security Focal Point of Mogadishu office. Complete SIRT when security incidents occur in our operational area.
• Ensure that Concern staff has the security management skills and awareness that they need to be effective, by providing appropriate learning and development opportunities, including delivering training.   Support regular updating and adequate implementation of the Security Management Plan (SMP) and its Standard Operating Procedures (SoPs).
• In conjunction with the Safety Focal Group (SFG), monitor implementation of the SMP by all staff, identify gaps and initiate corrective actions.
• In conjunction with the Safety Focal Point (SFP), ensure SFG meetings organised, minutes compiled, circulated and follow up takes places as agreed.
• In conjunction with SFP, ensure that the emergency call tree is activated when major incident occur in Mogadishu and other operational areas and keep the line manager/SD informed on status.
• In consultation with the SFP and SD when necessary, provide (through real time information, phone calls and other means to receive information from reliable sources), provide security advisory/clearance to staff travelling to Mogadishu or other programme locations as and when such clearance is requested.
• Ensure that all new staff and visitors receive appropriate security briefing upon joining the programme or arriving in Mogadishu.
• Carry out periodic safety drills at office compounds and guesthouses to raise staff awareness, and address any shortcomings.
• Ensure that Concern drivers are fully briefed on safety procedures, that they remain vigilant throughout and share any suspicious observations.
• Ensure first aid kits are aboard on Concern’s fleet, both owned and rented, and that drivers and staff are routinely trained on their use.
• Compile monthly highlights on key security and political developments and submit to the line manager.
• Ensure the security of KM 5 office compound is managed effectively (gaps identified) and in line with SMP and SOP.
• Facilitate staff evacuation in emergency situations and staff in critical medical condition
• Maintain close contacts with relevant stakeholders to develop a network and build relationships with and to share or gather reliable security information. These include but not limited to government, (I) NGO’s, INSO, UN, Concern’s local partners, communities, etc.

Accountability and Safeguarding

• In line with Concern’s commitments under the Core Humanitarian Standard (CHS):
• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behavior is disseminated among programme participants and communities.

Concern’s Code of Conduct (CCoC) and Its Associated policies

• Adhere to the standards of conduct outlined in the (1) Programme Participant Protection Policy; (2) Child Safeguarding Policy; and (3) Anti-Trafficking in Persons Policy.

Person Specification:

Qualification and Experience:

• Bachelor degree in Business Administration or any other related field.
• At least 3 years professional experience with INGO’s
• Good interpersonal and communication skills
• Ability to organize and prioritize workload
• Confidentiality, integrity and ability to handle sensitive situations
• Capable of working under pressure and in a team
• Good organizational skills and ability to multi-task
• Strong computer skills especially spread sheets

Disclaimer Clause

This job description is not exhaustive and may be revised by the line manager from time to time.

How to apply

How to Apply

Interested candidates, who meet the above requirements, should submit their applications (cover letter and updated CVs) by email to som.vacancies@concern.net with the subject line “Senior Administration and Safety Officer” by latest Wednesday, 20th December 2023.

Due to the urgency required to fill in the position, short listing will be done on rolling basis and ONLY shortlisted candidates will be contacted for interview.

Concern is an equal opportunities employer and that female candidates are strongly encouraged to apply.

Concern Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

 

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