Administrative Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

The United Nations Security Council in Resolution 2245 adopted on 09 November 2015 established the United Nations Support Office in Somalia (UNSOS). This replaced the United Nations Support Office for AMISOM (UNSOA), established in 2009. https://unsos.unmissions.org/unsos-mandate. United Nations Security Council Resolution 2245 decided that UNSOS will be responsible for support to AMISOM, UNSOM, the Somali National Army (SNA) and the Somali Police Force (SPF) on joint operations with AMISOM.

Under the direct supervision of the Chief Centralised Warehousing Section, the UN Volunteer will undertake the following tasks: • Perform, under minimal supervision, the full range of office management, administrative and HR support functions. • Ensure smooth and efficient information flow within the unit; prepare and process confidential information; assist in the development of office administrative systems and procedures including but not limited to Inventory count cycles and Inbound Outbound process. • Research, compile and summarize background materials for use in the preparation of reports, briefs, and speeches and provide assistance in the coordination of meetings, videoconferences, training, special projects and other events. • Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required. • Assist and liaise with HR Section on the process of recruitment of staff members or individual contractors, prepare all necessary documentation as well as the extension of contracts for personnel. • Attend meetings, prepare minutes, monitor and follow-up activities. • Respond or draft responses to a wide range of correspondence and other communication and produce a wide variety of large, complex documents and reports. • Assist the Chief with the preparation of the Section’s budget and finalization of budget performance reports, analyze variances between approved budgets and actual expenditures, providing valid justifications for under/overspending. • Request for shopping carts for the CWS support services, monitor the Purchase orders, and process the invoices for payments in UMOJA. • Generate a variety of standard and non-standard statistical and other reports from various databases and assist in the preparation of presentation materials using appropriate technology/software maintain files both paper and electronic. • Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. • Keep track of all Staff Leave requests and assist with all travel arrangements when necessary. • Manage, update and further develop internal databases; generate a variety of standard and non-standard statistical and other reports from various databases. • Keep track of Staff leaving AAIA Area and liaise with the Security section accordingly. • Perform a variety of other administrative duties (e.g. leave recording and making travel arrangements for the staff or warehouse contractors). • Perform other duties if required

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning: • Planning and organizing • Communication: proven interpersonal skills • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity, and self-reliance; and commitment towards UNSOS’ mission and vision, as well as to the UN Core Values.

Front Office administration. Experience in in Supply Chain and Warehouse operations is desirable.

General: Mogadishu is the HQ of the UNSOM operation inside the Somalia mission area and is a non-family duty station. The UN Volunteer will be subject to the overall direction and guidance of the UN Designated Official (DO) for security. The volunteer will be incorporated into all applicable security protocols and will be required to strictly adhere to the guidelines, security plans, and other directives issued by the DO. While in Somalia, the volunteer will be housed in UN-provided accommodation. In Mogadishu, this is at the UN Compound at the Mogadishu International Airport (MIA).

Accommodation: Due to the security situation in the UNSOS mission area and coupled with the fact that there is no living accommodation on the private market that meets minimum UN security and safety standards for UN personnel, expatriate personnel deployed to Mogadishu are provided secured accommodation in a camp-style environment. Some of the accommodation (hard wall and pre-fabs) are paid for by the UN personnel on a monthly basis. However, containerized accommodation is provided free by the UN. The UN-provided accommodation is essentially equipped with minimum room furniture.

The accommodation could be single or shared rooms with shared bath and toilet facilities. Power and water are provided by the UN inside the camp to its occupants.

Food and Diet: There is no access to local markets in Mogadishu. There is a UN Contractor-managed dining facility inside the UNSOS Camp in Mogadishu where food is provided at a cost by the contractor CIANO. Personnel may cook their own meals at common kitchen buildings situated at convenient locations within the camp.

Health: Exposure exists to a number of tropical diseases. All medical formalities specified in the Offer or Travel Advisory should be completed before traveling. Yellow Fever vaccination is compulsory before coming to the mission area, while vaccinations for Hepatitis A & B, Typhoid, Tetanus/Diptheria, Polio, and Meningitis are recommended. A vaccination Card (yellow card) must be brought. Malaria prophylaxis is highly recommended. Due to the large number of various types of insects in the mission area, it is also recommended to use insecticide-impregnated nets and insect repellants. UN personnel have access during working hours to a Civilian Clinic inside the UNSOS Camp in Mogadishu.

Rest and Recuperation: International personnel, including UN Volunteers, working in the UNSOS mission area are entitled to a 4-week Rest and Recuperation (R & R) cycle. This means that after every 4 weeks of being in the mission area, a break is taken to travel to either Nairobi (UNSOS designated R & R location) or any other destination outside the mission area. The R & R entitlement consists of 5 calendar days R & R, with 2 travel days added, every 4 weeks. UN flights from Mogadishu or any other deployed site in the mission to Nairobi and back to the duty station can be used at no expense. However, accommodation, food, and other expenses while on R & R are borne by the individual. Approval of R & R is balanced against operational requirements.