Somalia: Project Liaison and Admin Officer –- Hargeisa

Job Summary and Purpose:

The Nordic International Support Foundation (NIS) is a Norwegian-registered non-profit organization engaged in stabilisation and reconciliation initiatives in conflict and post-conflict areas. Our primary areas of intervention are institutional development, public service delivery, and conflict resolution. Headquartered in Oslo, Norway, NIS recently finalized a project in Sri Lanka and currently implements projects in Somalia/Somaliland, Myanmar, and the Sahel.

NIS Somalia/Somaliland is currently implementing a wide range of stabilization projects in South Central and Puntland with plans to expand into new areas. The organization has offices in Mogadishu, Hargeisa, Baidao, Kismayo, Buloburde and operational presence in several other locations.

The Initiative for Stabilization, transition and National Development (I-STAND) is a program contracted by the Norwegian Ministry of Foreign Affairs. The goal of I-STAND is to increase legitimacy for and trust in government institutions at varying levels (local, regional, and federal). The I-STAND Program is Built around a comprehensive Theory of Change (ToC), that suggests investing in the government’s ability to deliver small-scale infrastructure projects will directly improve local residents’ trust in Somali/Somaliland authorities, which in turn will enhance government legitimacy and, ultimately, increase stability in the target districts. This is realized by assisting local governments in delivering small-scale infrastructure projects, such as the installation of Solar streetlights, hospital solar electrification, creation of a technical and vocational training centre; rehabilitation of roads; and investment in sports facilities among others.

The Project Liaison and Admin Officer will assist the Programme Unit in the management of NIS Somalia/Somaliland country programme. The officer will be engaged Initiative for Stabilization, transition and National Development (I-STAND) funded by Norwegian Ministry of Foreign Affairs (NMFA). The project is expected to increase legitimacy for and trust in government institutions at varying levels (local, regional, and federal). The officer will work closely with I Stand program manager to ensure that all programme activities are carried out in an efficient and timely fashion. The officer will work hand in hand with I Stand team, partners and stakeholders on all programme implementation activities & ensure that programme activities are monitored well and provide necessary data and reports on timely manner.

· Specific Responsibilities

2.1. Programs Direction

· To support the implementation of NIS stabilization program activities in Somaliland eastern corridor regions of Sool, Sanag and Togdheer.

· To provide coordination leadership of NIS activities in relation to other international organizations, local, regional and national authorities and donors.

· Liaise regularly and coordinate with project key stakeholders from the government and community for the implementation of projects, information sharing and the development of institutional capacity;

· To provide regular representation of NIS activities to relevant authorities and line ministries.

· Under the direction of program manager and overall organizational direction from NIS project staff to facilitate and supervise the project activities, as building widespread community support for the community prioritised needs in the project is a key to the sustainability and continuity of the project.

· Contribute to organisational learning through the provision of specific technical analysis and lessons learned during project implementation.

· Follow-up regularly on project deliverables, monitor progress and identify gaps that needs to be addressed;

· Enable effective dialogue with the affected community to allow the agency to be held to account for the quality of the programme.

· Work closely with the program manager and other project team to develop plans of action to ensure timely and efficient coordination of projects, and workable solutions to on the ground problems;

· Assist in coordinating activities with related actions implemented by the INGOS and LNGOs of in the District and it is environs.

· Conduct regular monitoring visits to the project site to assess the efficiency of resources used;

· Prepare and draft a variety of written outputs that relate to the implementation of the project, such as weekly updates, progress reports, briefings in the project area.

· Schedule and prepare work plans for field activities in consultation with the entire team

· Supervision of contractors engaged by NIS to ensure work is done to the highest quality standard.

· Mobilize the community in relation to the project and specifically support the district administration in the joint monitoring missions.

3.2 Programme Planning, Development, coordination and Management

· Liaise regularly and coordinate with project key stakeholders from the government and the community for the implementation of projects, information sharing and the development of institutional capacity;

· Follow-up regularly on project deliverables, monitor progress and identify gaps that needs to be addressed;

· Plan and carry out need’s assessments, baseline studies and periodic studies, and feedback findings from stakeholders for quality programming

· Prepare and submit weekly reports containing brief descriptions of actual versus planned progress, problems encountered and their solutions and comments on the quality of work and contractor performance.

· Review the program work plan submitted by the contractor for the execution of the works to establish whether the methods, arrangements, order and timing of the activities are realistic.

3.3 Administrative functions:

· Understands and adheres to all Agency policies and procedures

· Carrying administrative duties such as filing, copying, binding, scanning etc.

· Organizing travel arrangements for office staff, consultants and other partners.

· Writing letters and emails on behalf of other office staff.

· Booking conference calls, rooms, taxis, couriers, hotels etc.

· Processing expenses sheets and invoices and rising PRS.

· Monitoring stationary levels and ordering office supplies.

· Covering the reception desk when required.

· Provide information to internal colleagues or external enquirers.

· Handling sensitive information in a confidential manner.

· Taking accurate minutes of meetings.

· Coordinating office procedures.

· Replying to email, telephone or face to face enquiries.

· Develop and update administrative systems to make them more efficient.

· Resolve administrative problems.

· Answering telephone calls and passing them on.

· Oversee and supervise the work of junior staff.

· Coordinating repairs to office equipment.

· Photocopying and printing out documents on behalf of other colleagues

3.4 Personnel Management

· Performance management of staff reporting directly to the project officer is done regularly on the specified performance period.

· Ensure the spirit of teamwork, by optimizing available human resource as well as ensuring promotion are done on the bases of competence. Work closely with staff and identify relevant trainings to improve projects delivery.

· Lead where assigned to and participate in the local recruitment of enumerators and support in internal and external Evaluations consultants in Dhahar.

· Report to the country office, any violations of NIS’s Personnel policies and Code of Conduct

· Enhance honest and constructive feedback to staff at all levels by active use of performance management tools and systems.

· Staying updated on all relevant political and policy issues related to the country and the region.

4.Experience

· At least three years of progressively responsible job related to Humanitarian, reconciliation, peace building, conflict resolution and developmental projects

· Community engagement/development and participatory in recovery and development programmes

· Ability and experience working with partners of different capacities

· Political and cultural awareness and experience of working where insecurity is a major threat

· Ability to work independently in a result oriented multi-tasking and multi-cultural environment and manage conflicting priorities.

· Sensitivity to the needs and priorities of disadvantaged populations (minority groups etc.).

5. Desirable Competence

· Diploma in social sciences or similar relevant discipline from a recognized university. Extensive experience may substitute for specific qualifications but not vice versa.

· Experience of working with INGO in a similar capacity will be an added advantage.

· Excellent communication (spoken and written) skills, including the ability to explain and present complex technical information.

· Ability to work independently in a result oriented multi-tasking and multi-cultural environment and manage conflicting priorities.

· Understanding of international health and development and
Sensitivity to the needs and priorities of disadvantaged populations (minority groups etc.)

· Political and cultural awareness and experience of working where insecurity is a major issue

· Language: Fluency in written and spoken English is essential, Fluency in Somali languages (

· Ability to work independently in a result oriented multi-tasking and multi-cultural environment and manage conflicting priorities.

· Sensitivity to the needs and priorities of disadvantaged populations (minority groups etc)

6. Other Duties

· Any other duties assigned by the program manager, the Program & Technical Director or and the Country Representative.

7. PERFORMANCE MANAGEMENT

The employee will be accountable for and evaluated on the responsibilities and the competencies, based on NIS’s Performance Management System. The following documents will be used for performance reviews:

· The Job Description

· The individual work and professional development plan

· The competency framework

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