Somalia Programme Assistant – Baidoa or Mogadishu, Somalia

Reports to: Somalia Programme Coordinator

Salary: Grade E, $1,288 (per month)

Time: Full time

Location: Somalia (Baidoa or Mogadishu preferred)

Other locations in Somalia considered provided good internet connectivity is in place and can be maintained.

Purpose of the job The main purpose of the job is to help MRG achieve its mission to realise the rights of minorities and indigenous peoples round the world, with a focus on minority rights in Somalia.

Main duties and responsibilities

• Programme activity
• Provides administrative and general assistance to the Programme Coordinator, Deputy Director (on Somalia work) and other staff and consultants working on Somalia projects and activities.
• Assists in drafting, word-processing and formatting documents and proposals (in both English and Somali (Mai and Mahar dialects).
• Assists in planning projects and programmes.
• Assists in organizing and preparing external meetings, including logistical arrangements and background materials.
• Attends and helps facilitate and keep records of programmes and partner meetings, workshops and training sessions where appropriate.
• Contributes to the monitoring and evaluation of programme activities in particular keeping records for learning accountability, monitoring and evaluation.
• Assists in making travel and accommodation arrangements, flights, hotels, visas, insurance etc. for colleagues, partners and visitors.
• Liaises with project and programme partners as requested. Liaises with partners re contracts, agreements, plans and processes partner reports by checking all material that is submitted, and liaising with finance team to check budgets and activities. Where receipts are in Somali, noting the key information in English.
• Translation of materials from Somali (Mai and Mahar) to English and vice versa for internal use
• Liaises with MRG’s overseas Project Offices and Officers as requested.
• Helps draft, format and submit fundraising applications and donor reports, including budgets and expenditure reports.
• Plans own work on a regular basis in consultation with the Somalia Programme Coordinator and the Deputy Director.
• Participates in department and staff meetings.

Information management

• • Maintains records of contacts, including authors, expert readers, partners, meeting and training participants, and other NGO contacts on MRG’s Contact Management System.
  • Undertakes web and database searches and other research as requested and keeps records of internet sites and sources.

Financial, administrative and personnel support

• Financial record-keeping and processing payments as required, including requesting transfers and reimbursements to partners and MRG’s regional offices. Maintain partner control accounts and entries in MRG grant register.
• Assists Somalia Programmes Coordinator to prepare financial reports and other reports on expenditures.
• Liaises with Finance and other departments as requested.
• Arranges internal meetings as requested.
• Assists with recruitment arrangements.
• Arranges induction programmes for new staff.
• Trains new colleagues in internal systems.
• Makes arrangements for interns and volunteers.

Confidential information Responsible for maintaining confidentiality. The post-holder will be entitled to a high level of access to extremely confidential information pertaining to partner organisations and staff and activities as well as MRG’s strategies, to financial information and to sensitive external information that may impact on MRG’s activities.

Degree of supervision The post-holder will be line managed by the Somalia Programmes Coordinator who will allocate all substantive tasks, some advice may be provided at times by the Deputy Director (particularly in the absence of the Coordinator for any reason).

Other

• Undertake such other tasks as may reasonably be requested by the Somalia Programme Coordinator or the Deputy Director
• Respect and work towards full implementation of MRG’s gender and equal opportunities policies in all the work involved in this post
• Occasional foreign travel may be required.

Although the primary purpose of this post is as described above, the post holder may be required to work partly or wholly on other areas of MRG’s work. This is to allow MRG to move staff away from work which is un-funded or under-funded or is no longer a priority for the organisation, to work on areas which have more funding, are growing or which are understaffed. This will normally involve the post holder in carrying out tasks similar or identical to those listed in this job description but applied to different programmes or projects

PERSON SPECIFICATION

The post requires the following skills and experience: Essential skills / qualifications:

• One year’s experience of administrative and/or secretarial work
• One year’s experience of working with financial processing, record keeping or reporting
• Good understanding of written and spoken Somali (either Mai or Maha is acceptable although both would be preferred)
• Understanding of minority communities and dynamics in Somalia gained through personal experience or sustained work experience where minorities are a major part of the work.
• Good organisational skills and experience of creating and managing filing systems.
• Experience of making logistical arrangements for meetings (preferably international) and coordinating with international organisations.
• Experience and ability to work on own initiative and unsupervised during sustained periods where the Somalia Programme Coordinator and Deputy Director are travelling/otherwise unavailable.
• Good knowledge of Word, Excel, database use, e-mail and internet. Ability to learn to use other software packages (e.g. slack, salesforce) quickly and smoothly.
• Good numeracy, accurate and confident dealing with financial reports/invoices/receipts
• Demonstrated ability to manage several tasks simultaneously, organise and prioritise own work and meet deadlines.
• Commitment to the work, aims and objectives of MRG.
• Working knowledge of human rights and minority rights issues in any national or international context
• Enthusiastic about working in a multicultural environment.
• Committed to gender equity and equal opportunities.

Desirable skills / qualifications:

• Experience of supporting the delivery of projects
• Experience of working in an NGO environment.
• Working knowledge of any other languages spoken in Somalia (Awer, Bajuni, Benadiri, Bravan, Eyle, Mushunguli or another any similar or related language).
• Good interpersonal skills and experience of long distance team work.
• Experience of working (paid or unpaid) in developing countries.
• Knowledge and experience of budgeting and fundraising.

Apply Here

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