Administrative Associate-G6

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 Southwest State continues to bear much of the brunt of those affected by the negative impact of the shocks mentioned.

Position Purpose

Under the overall guidance and supervision of the Head of the OCHA Somalia Admin & Finance Unit and direct supervision by the Administrative Analyst, the Administrative Associate provides the overall general administration and execution of varied and inter-related operational and logistical activities in the OCHA Somalia office, ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach.

 The Administrative Associate collaborates closely with the projects staff in the CO, its sub-offices and other UN agencies staff to exchange information and ensure consistent service delivery

Summary of Key Functions:

• Implementation of operational strategies
• Efficient administrative support
• Support to supply and assets management
• Support to common services
• Administration of Human Resources management 
• Ensures efficient administrative and logistic support services.
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on the achievement of the following Results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Preparation of administrative team results-oriented workplans.

Ensures efficient administrative support, focusing on achievement of the following results:

• Organization and coordination of shipments and customs clearance
• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Organization of workshops, conferences, retreats
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Supervision of cleaning services.
• Coordination of transportation services, regular vehicle maintenance and insurance.
• Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports

Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports.
• Coordination of the provision of reliable and quality office supplies

Ensures proper common services focusing on achievement of the following result:

• Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.

Ensures implementation of Human Resources Management, focusing on the achievement of the following results:

• Initiates, processes, monitors, reviews and follows up on actions related to the Project/Section human resource activities, e.g., recruitment, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of regulations and procedures. Supports all contractor/consultants’ recruitments, monitors activities/deliverables, processes payments
• Monitors OCHA Somalia Staff leave record and ensure compliance with the UN policy
• Sets up and maintains reference files/records (electronic).
• Schedules interviews and monitors deadlines, etc.
• Undertakes research on a range of HR-related issues and assists in the preparation of notes/reports.
• Maintains an automated database containing HR-related statistics and prepares periodic reports.
• Assists in the preparation of necessary documentation for distribution to various client offices

Ensures efficient administrative and logistic support , focusing on achievement of the following results:

• Organization and coordination of shipments and customs clearance
• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Organization of workshops, conferences, retreats
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Supervision of cleaning services.
• Coordination of transportation services, regular vehicle maintenance and insurance.
• Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

 Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Training of staff on the administrative procedures
• Briefing/debriefing of staff members on issues relating to area of work
• Sound contributions to knowledge networks and communities of practice.
• Supervisory/Managerial Responsibilities: mid-level/managerial
   

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 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.

Cross-Functional & Technical competencies.

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- Entitlement travel 

Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.

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- Onboarding of personnel 

Knowledge of policy and procedures on administrative on-boarding, including issuance of office ID, email address creation, office space, telephone extension, Argus profile set up, issuance of office ICT equipment.

HR - Recruitment - Assessment and selection 

Knowledge and ability to apply various candidate assessment and selection methodologies, tools, and platforms; ability to effectively align them with specific recruitment needs.

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

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. 

• Knowledge of Asset management and verification 
• Effective report writing and Communication.
• Knowledge of working ERB system
• Knowledge of programme support service, Administration, and travel management 
• Knowledge of HR and ICT

Education

• Secondary education. Certification in Administration. logistics, business, procurement, admin, HR or related areas with a combination of six (6) years of relevant work experience is required. 
• A University (Bachelor's degree) Degree in Business Administration, logistics, business, procurement, admin, HR, ICT or a related field with a combination of Three (3) years of relevant work experience is required;
• Relevant certificates in Umoja or other UN ERP system is an advantage.

• A minimum of Six (6) years of relevant work experience in Administration (Administration and Asset, programme support service, Procurement, Finance, ICT and HR);
• Experience in usage of computers and software packages (MS Word, Excel, etc.). 
• Experience in handling of web-based management systems.
• Demonstrated knowledge and professional experience with a UN ERP system, preferably Umoja. 
• Demonstrated knowledge and professional experience in UN Property Management and maintenance of reliable equipment data in relevant ERP system.  
• Demonstrated professional experience in report writing and other UN correspondence.
• Certificate in Umoja Property Management – data enrichment is an asset.