Administrative Officer

Position Name: Administrative Officer
Employment Regime: Seconded/Contracted
Post Category for Contracted: Mission Support – Management Level
Ref. Number: SOM-9153
Location: Somaliland
Availability: ASAP
Component/Department/Unit: Operations Department/ Field Office Somaliland/ Support Office

Security Clearance Level: NOT REQUIRED

Open to Contributing Third States: Yes

1. Reporting Line:
The Administrative Officer reports to the Head of Field Office Somaliland.

2. Main Tasks and Responsibilities:
• To assist the Head of Field Office in identifying, developing and implementing relevant policies, Standard Operating Procedures and guidelines for support functions in the field office;
• To assist the Head of Field Office in scheduling support related activities;
• To verify reports, data and information in the support reporting structure;
• To administer and distribute relevant reports and required information to internal and external functions;
• To write minutes of meetings and follow up on tasks within support functions of the field office;
• To coordinate internal communication and organise meetings and presentations;
• To draft letters, memoranda, reports, and other documents as requested;
• To maintain office services by assisting the Head of Field Office in organising office operations and procedures, reviewing supply requisitions;
• To contribute to the maintenance of the filing system to meet administrative, legal and financial requirements;
• To verify the legality and regularity of transactions prior to authorising transactions (i.e. commitments, payments, Recovery order);
• To ensure the reporting, verifying the integrity of the imprest accounts, their accuracy and their on-time delivery.
• To identify areas of risk and take appropriate measures for limiting the financial risk, especially concerning the physical and the electronic security of funds, of documents (running and archived) and of transactions.
• To liaise and coordinate on financial issues with authorities and all other relevant actors (banks etc.).
• To assist with contracting and procurement matters and procedures;
• To prepare and process finance and procurement documents for invoice handling, budget management, purchasing and procurement.
• To apply general logistics policies, draft technical reports and implement operating instructions, guidelines and procedures regarding provision of assets and supplies;
• To provide logistical support to all Mission members for assets required to fulfil their tasks, e.g. computers, vehicles, furniture, telecommunications, stationary, etc.;
• To coordinate and manage the distribution and reallocation of all logistical resources provided for the region, ensuring systems are in place for replacement and repair.
• To perform tasks related to building management, such as coordinate projects related to premises, construction, furniture, etc.;
• To oversee and actively manage the Mission’s receiving and inspection process, storage and issuing of items from various stores
• To liaise with national customs authorities regarding the clearance of Mission equipment, including facilitating smooth import of Mission equipment

• To identify goods and/or services requirements and technically define the requirements to correspond to the process to procure goods and services;
• To perform HR related functions- attendance, leave record, reimbursement of duty trips, temporary reallocations, home travel reimbursement, monthly payrolls systems and other relevant entitlements

3. General Tasks and Responsibilities:
• To identify and report on lessons learned and best practices within the respective area of responsibility;
• To contribute and ensure timely reporting on activities within the respective area of responsibility;
• To take account of gender equality and human rights aspects in the execution of tasks;
• To undertake any other related tasks as requested by the Line Manager(s).

4. Essential Qualifications and Experience:
• Successful completion of university studies of at least 3 years attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 6 in the European Qualifications Framework OR a qualification of the first cycle under the framework of qualifications of the European Higher Education Area, e.g. Bachelor’s Degree OR equivalent and attested police and/or military education or training or an award of an equivalent rank; AND
• A minimum of 4 years of relevant professional experience, after having fulfilled the education requirements.

5. Essential Knowledge, Skills and Abilities:
• Experience in dealing with internal and external parties and the ability to maintain a high level of confidentiality;

6. Desirable Qualifications and Experience:
• Knowledge of current technologies used for Administration such as Enterprise Resource Planning (ERP) System;
• International experience, particularly in crisis areas with multinational and international organisations.

7. Desirable Knowledge, Skills and Abilities:
• Reporting skills;
• Knowledge of EU financial regulations;
• Knowledge of basic accounting and finance.
• Knowledge of Facilities Management tasks and responsibilities.