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
Under the guidance and supervision of the Sr. Administrative Associate, the Administrative Clerk provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.
The Administrative Clerk works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to ensure consistent service delivery.
Summary of Key Functions:
- Provision of administrative and logistical support
- Provision of support to office maintenance and assets management
- Support to knowledge building and knowledge sharing
1. Provides administrative and logistical support, focusing on achievement of the following results:
- Maintain a record of all incoming shipment, customs clearance arrangements, preparation of documents for UNOCHA shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
- Support to 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.
- Extracting, inputting, copying and filing data from various sources.
- Maintenance of HR and other files in the OCHA Somalia Admin & Finance Unit
- Raise discrepancy report if appropriate
- Coordinate the movement of received goods from the receiving area to the requisitioner/end user
2. 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.
- Support data enrichment of assets and serialized equipment in Umoja
- Support data enrichment of other equipment, such as attractive items
- Assist in OCHA Somalia physical inventory exercises
- Assist in the management of physical receipt of goods and equipment, tagging and data enrichment in ERP system Umoja, incl. allocation and tracking of equipment amongst users
- Assists in the management on physical assets disposal, including document preparation.
- Ensure proper recording and filing of property receipt and disposal documents
- Maintenance of files and records relevant to office maintenance.
3. 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.
Requirements:
Education:
- Secondary education with a combination of three (3) years of relevant working experience is required.
- Relevant certificates in Umoja or other UN ERP system is an advantage.
Experience, Knowledge, and Skills:
- A minimum of three (3) years of relevant administrative experience is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in handling of web-based management systems preferable UMOJA
- Demonstrated knowledge and professional experience in conducting physical inventory of assets is required.
- Certificate in Umoja Property Management – data enrichment is an asset.
Language requirements:
- Fluency in written and spoken English Language is required.
- Fluency in written and spoken Local language - is required
Core Competencies.
- Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively : Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
- Learn Continuously : Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
- Adapt with Agility : Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination : Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Engage and Partner : Demonstrates compassion/understanding towards others, forms positive relationships
- Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination
- Administration & Operations : Events management (including retreats, trainings and meetings) - Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
- Administration & Operations : Assets management - Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
- Administration & Operations :Travel policy and procedures - Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters
- Administration & Operations : Management of shipments - Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
- Administration & Operations : Inventory management - Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above
- Administration & Operations : Documents and records management - Overall document (hard or electronic) management; registry and retention policy including storing and archiving
- Administration & Operations : Assets management - Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
Keywords
- Knowledge of Asset management
- Effective Communication
- Knowledge of business administration
- Record keeping