Somalia: PA/Admin Assistant

Overview of position:

  • This position is located in the field mission of the United Nations Assistance Mission in Somalia (UNSOM).

Role objectives:

  • The Personal/Admin Assistant will be based in Mogadishu and will assist the UNSOM Senior Management on administrative issues.

Expected output:

General Administration:

  • Provides substantive and administrative support in managing priorities, information and work flow to UNSOM Senior Management, through the appropriate processing of all incoming/outgoing correspondence, e-mail communications and telephone calls; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
  • Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.
  • Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field mission as well as external partners, including Government officials and members of the diplomatic corps.
  • Perform other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizing and coordinating seminars, conferences and translations).
  • Facilitate the preparation for all official functions in close coordination with the Special Assistant and and other service providing units, receive senior delegations, UN, NGOs and diplomatic officials and ensure that all protocol arrangements are in place.
  • Manage the calendar and daily program, prepared materials and folders for official business trips/meetings and assisted in coordination of collection of requested information.
  • Monitor attendance records, sick leave, annual leave and Rest and Recuperation (R&R); assist with the entitlements claims for the Senior Management.
  • Fulfilled daily duties of the Special Assistant in his/her absence or as required.

Human Resources Management:

  • Coordinate human resource activities (e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training, and so on) ensuring consistency in the application of UN rules and procedures. Liaise with central administration/ executive services as required.
  • Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements.
  • Coordinate the preparation of language tests, convening of rebuttal panels, organization of a range of promotion and review panels, plus the processing of the various yearly staff personal evaluation reports and forms.
  • Review and process personnel actions through the mission Integrated Management Information System (IMIS).
  • Advise staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the mission.
  • Provide advice and answer queries on classification procedures and processes.
  • Provide information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, plus privileges and entitlements under the Staff Rules and Regulations.
  • Monitor staffing tables for a variety of human resource activities (e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff).

Budget and Finance:

  • Provide assistance and coordination in the preparation and development of program budget.
  • Assist in monitoring budget/work program with respect to various budgets, trust funds, grants and other funds on a regular basis, suggest reallocation’s of resources and implement the reallocation’s as necessary.
  • Collect data from relevant databases and prepare customized financial reports.
  • Provide assistance in the review and preparation of the medium-term plan and its revisions.
  • Review, analyse and assist in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects: ensure compliance with the medium-term plan and other legislative mandates.
  • Assist managers in the elaboration of resource requirements for budget submissions.
  • Monitor budget implementation/expenditures and recommend reallocation of funds as necessary.
  • Review and verify the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensure that the allotments and exchange rates within the system are updated on a regular basis.
  • Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
  • Assist in the preparation of the year end budget performance report submissions.
  • Assist in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

Project reporting:

  • Supervisor

Key competencies:

  • Advanced University Degree (Master’s Degree or equivalent) in the field of international relations, political science, public policy, conflict or security studies or related field or Bachelor degree or equivalent Technical or vocational certificate, in administrative services, finance, human resources, business administration or personnel management is a requirement combined with 4 years of relevant experience may be accepted in lieu of the advanced university degree.
  • At least 4 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, including previous experience supporting the front office of senior office in the UN system field operations (inclusive of peacekeeping, political missions and UN agencies, funds and programs) is required.
  • Previous experience operating web-based UN administrative systems such as UMOJA and FSS is required.
  • A minimum of three (3) years experience in United Nations Field Missions is desirable.
  • Shows pride in work and in achievements.
  • Demonstrates professional competence and mastery of subject matter.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
  • Is motivated by professional rather than personal concerns.
  • Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
  • Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
  • Develops clear goals that are consistent with agreed strategies.
  • Identifies priority activities and assignments; adjusts priorities as required.
  • Allocates appropriate amounts of time and resources for completing work.
  • Foresees risks and allows for contingencies when planning.
  • Monitors and adjusts plans and actions as necessary; uses time efficiently.
  • Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
  • Establishes and maintains productive partnerships with clients by gaining their trust and respect.
  • Identifies clients’ needs and matches them to appropriate solutions.
  • Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
  • Keeps clients informed of progress or setbacks in projects.
  • Meets timeline for delivery of products or services to client.
  • Fluency in oral and written English is required.

Team management:

  • This role does not require team management.

Further information:

  • To be advised.

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