POSITION TITLE: Administrative Assistant (National Staff) COUNTRY PROGRAM: Somalia - Mogadishu RESPONSIBLE TO: Program Director STATUS: Full Time
ARC PROGRAM DESCRIPTION/MISSION The Somalia country program of the American Refugee Committee (ARC) is actively responding to current drought and famine crisis in Somalia from an operation base in Mogadishu. ARC is working closely with national and local authorities and with a number of Mogadishu-based international and national organizations to galvanize concerted and coordinated lifesaving humanitarian assistance to the people in need.
ARC is not new to supporting the needy peoples of Somalia. It previously initiated humanitarian assistance programs in Somalia in March 1993 with funding from OFDA, Stichting Vluchteling and the United Nations High Commissioner for Refugees (UNHCR). The first location of ARC’s interventions was Bardera District in the Gedo Region and later worked in other Districts such as Hagar, Afmadou and Badhade districts through to 1997. ARC now plans to marshal resources and work with other INGOS, local NGOs, government and regional authorities with a view to consolidating existing gains by all partners. The interventions will address the pressing needs of young men and women in Somalia who are currently faced with limited alternative options for livelihood and basic functional literacy and numeracy skills. Through this ARC program; the Somali Youth will be provided with opportunities to engage in educational and skills building activities which will give voice to their concerns in a safe and enabling supportive environment.
For full job description and the online application form, please visit our website at http://www.arcrelief.org and click on Careers. All positions are open until filled.
PRIMARY PURPOSE OF THE POSITION The Administrative Assistant is responsible for organizing, coordinating and supervising day-to-day administrative and operational activities of ARC’s emergency drought response program in Mogadishu. He/she is responsible for the management of ARC’s office/guest house facilities, property and assets as well as proper and efficient utilization of office vehicles. The administrative Assistant will liaise with and maintain close cooperative relationships with government, NGOs and partners. He/she will oversee office management and inventory; scheduling of office meetings and visitors calendar.
MAJOR AREAS OF ACCOUNTABILITY PRIMARY DUTIES/RESPONSIBILITIES
• Oversee day-to-day operational and administrative activities. • Identify operational needs and resources. • Assist in identifying suitable office-cum-guest house facilities and furnishing and oversee management of facilities. • Arrange customs clearance, travel and visa requirements for expat staff, volunteers and visitors. • Liaise with counterpart individuals, Government and NGOs, and organize and maintain schedules of all meetings. • Maintain efficient inventory system and coding of all items and proper filing and recording system. • Assess security situation, gather security relevant information and update the Program Director regularly. • Oversee logistics management until recruitment of a logistician/procurement manager. • Maintain up-to-date list of major vendors, suppliers and service providers in Mogadishu. • Ensure adequate security, supervise guards, and maintain controls on all ARC properties and facilities. • Document all activities in the most updated and efficient manner. • Ensure all reports are produced on time and are consistently of a high quality. • Ensures that Program Director is well informed on issues related to emergency response and emergency risk management pertaining to all areas of operations.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED • Experience in office management including time and resources maximization • High level self-organization, punctuality and consistency • BA Degree in a relevant field, • At least 3 years’ experience working in high risk and security sensitive environment • Excellent written and oral communication skills. • Ability to exercise sound judgment and diplomacy in a multi-stakeholder environment. • Computer literate in Word, Excel and PowerPoint. • Must be a self starter who takes initiative and is able to work with minimal supervision • Somali language skills are a plus.
KEY BEHAVIORS & ABILITIES • Strong written and oral communication skills in English. • Strong interpersonal skills, with good understanding of relevant cross-cultural issues • Demonstrated ability for leadership and independent decision making. • Highly motivated self-starter who takes direction well, but also works independently. • Demonstrated ability to effectively manage multiple partners, stakeholders and priorities • Extremely flexible with the ability to cope with stressful situations.
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