ORGANIZATIONAL CONTEXT
The IDLO Finance Department is an integral part of the project team which seeks to ensure financial integrity with the goal of realizing a high level of transparency and accountability in the execution of various donors’ projects. The Finance Department places a high value on producing accurate and auditable financial reports for all its stakeholders.
Under the supervision of the Finance Manager, Somalia the Office Assistant will be responsible for managing general administrative duties for the Country Office.
THE POSITION
Administrative Support
- Assist with the day-to-day administrative affairs relating to the organization’s premises, including:
- Attending to courier’s services, and mail.
- Process the monthly office utility bills and follow up with finance to ensure timely payment.
- Create and maintain a sound Filing System for all relevant documents and correspondence.
- Maintain relevant internal databases and keep track of any contractual agreements and inform respective contract management officials.
- Make travel arrangements, booking of flights, visas, and hotel accommodation for staff and consultants.
- Provide administrative and logistical support in organizing workshops /training
Reception Duties
- Effectively manage the reception area, accompany as appropriate visitors and notify the appropriate staff member;
- Control the access of employees and guests to the IDLO office in ways consistent with established policies to safeguard the security of the premises;
- Place, receive and route all telephone calls; supply information to callers, relay messages and announces visitors; oversee the well-functioning of the reception area;
Office Cleaning
- Manage the cleanliness of the office:
- Ensure that all office areas is cleaned daily;
- Ensure that the office furniture is cleaned, in order, and properly organized;
- Monitor the general conditions of the office spaces and furniture to ensure an orderly and tidy working environment
- Ensure the Guesthouse is well maintained and keeping track of Guesthouse records
• Perform any other similar duties that may be assigned by the supervisor.
IDEAL CANDIDATE PROFILE
Academic qualifications.
- Secondary education
Languages
- Complete fluency in English and Somali
Work experience
- Minimum 3 years’ relevant experience in office administration.
Specific knowledge, skills, and competencies
- Written and verbal communication skills
- Microsoft Office software skills
- Documentation skills
- Organization and planning skills
- Dependability and professionalism
- Attention to detail
- Administrative writing and reporting skills
- Ability to perform a variety of repetitive and routine tasks and duties
- Ability to review data, identify and adjust discrepancies
- Ability to handle a large volume of work possibly under time constraints
- Good knowledge of administrative rules and regulations
TERMS AND CONDITIONS
For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and availability of funding.
In addition, IDLO shall offer a yearly basic salary of USD 12,000 medical insurance and leave entitlements including in accordance with IDLO Employee Regulations and Rules.
This local position is open to candidates who are nationals of the duty station, or with permanent resident status or other legal authorization permitting to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by the Contractor assigned to this work. This may not be an exhaustive list of all duties and responsibilities.
The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.