United Nations Population Fund
Somalia Country Office
Leader in Reproductive Health and Population and Development
Vacancy Announcement
Vacancy No: VA/FPA/SOM/07-4/2012
Post Title: Admin/Logistic Assistant
Type of Contract: Service Contract
Level: SC3
Duration: 1 year, Renewable, subject to satisfactory performance and
availability of funds.
Duty Station: Hargeisa, Somaliland
Date of Issue: 25th July 2012
Closing Date: 8th August 2012
Organisational Unit: ASRO/UNFPA Somalia
Organizational Context
UNFPA, the United Nations Population Fund, is an international
development agency that promotes the right of every woman, man and child to
enjoy a life of health and equal opportunity.
UNFPA supports countries in using population data for policies
and programmes to reduce poverty and to ensure that every pregnancy is wanted,
every birth is safe, every young person is free of HIV/AIDS, and every girl and
woman is treated with dignity and respect.
Duties and Responsibilities
Under the overall guidance of the UNFPA Somalia Country Office
Representative and under direct supervision of the Head of UNFPA Field Office
Hargeisa, the incumbent will carry out the following functions:
Administration:
- Draft responses
to incoming correspondence, type and proof-read correspondence and
documents and produce the final document.
- Maintain
up-to-date addresses and telephone numbers of staff, partner agencies and
vendors.
- Prepare Travel
Authorization (TA), calculate entitlements for staff and other UNFPA
personnel travelling, support in the completion of Annual Travel Plans.
- Assist in hotel
bookings for the missions and new arrivals;
- Monitor vehicle
usage and ensure that log books are regularly reviewed and signed;
- Assist in
managing office assets and keep up to date record, ensure that all assets
are labeled and room-wise inventory is maintained and displayed in each
office;
- Compile list of
assets for disposal.
- Assist in
booking venues and other logistic arrangements for workshops, trainings
and other events under UNFPA direct implementation
- Assist in
procurement by obtaining quotes, analysis, receipts and payments
- Assist in submit
GHG Emission Calculator annually;
- Contribute to
UNFPA Somalia Bi-Monthly staff list for OSC, UNDSS and Nairobi UNFPA, by
updating and providing complete information for Field Office Hargeisa;
- Assist new
arrivals and missions in security briefing and other arrangements;
- Take notes at
all office meetings and prepare correspondence as directed by head of
sub-office.
- Follow and
prepare report on status of implementation of recommendations and business
arising from office meetings.
- Update and
manage the office programme/operation filing system to ensure easy and
quick retrieval of information.
- Provision of
support to maintenance of common premises and common services
Logistics
- Organization of
shipments, customs clearance arrangements,
- preparation of
documents for shipments (receive/sent),
- Preparation of
all necessary documents, receipt of quotation, bids or proposals, and
their preliminary evaluation.
- Assist in the
implementation of MOSS in field office Hargeisa.
- Assist in
updating the inventory of assets on a regular basis.
- Assist in
preparing required regular inventory reports on logistics and movement of
assets.
- Receive cargo
from flights and process requisite documents for clearance.
- Keep accurate
records of movement of air cargo coming in and going out of Somaliland.
- Assist in
maintaining accurate and up-to-date filing system for correspondence,
reports, policy documents, and periodicals for supply & logistics
related activities
- Meet all
flights/ships arriving at the local airports in Hargeisa and
Berbera,
- process duty
free documents and clearance of the supplies from the ports including for
supplies to other field locations within Somalia.
- Keep an accurate
record of all air cargo coming in and going out of Somalinad.
- Make bookings of
cargo on flights where required.
- Oversee UNFPA
commodities in the MOH warehouse and keep updated records on distribution
and balance.
- Performs other
duties as assigned by the supervisor
Functional Competencies:
- Initiative and
discretion;
- participates
effectively in a team-based information-sharing environment, collaborating
and cooperating with others;
- plans and
produces quality results to meet established goals;
- strives for
quality client-oriented services;
- executes
day-to-day tasks systematically and efficiently; good communication
skills;
- capacity to work
under pressure.
- Organizes and
prioritizes work schedule to meet client needs and deadlines.
- Establishes,
builds and sustains effective relationships within work unit and with
internal and external clients.
- Anticipates
client needs and addresses them promptly and diplomatically.
Corporate Competencies:
- Integrity/Commitment
to mandate
- Inspires
confidence through personal credibility.
- Holds themselves
accountable for actions taken.
- Takes initiative
to report on any deviations from established norms/practices.
- Places UNFPA
interest first and foremost, including resisting political and personal
pressure.
- Demonstrates
personal commitment to UNFPA’s mandate and to the organizational vision.
Valuing Diversity:
- Shows respect,
tact and consideration for different cultures in all communications.
- Communicating
information and ideas:
- Prepares written
material in a manner that does not require corrections or editing by
other.
Conflict and self-management:
- Remains calm,
composed and patient, regardless of her own state of mind.
- Avoids engaging
in unproductive conflict
Education: Diploma in Business and Public Administration or
equivalent,
Experience: 3 to 4 years relevant experience in Administration/Logistics,
preferably part of it with an International organization or the United Nations.
Languages: Somali language a must and a good command of English
language, both written and spoken.
Computer Skills: Proficiency in current office software applications.
Applications with a current CV and P11 (www.escwa.un.org/main/vacancies/P_11.doc)
marked: “VA/FPA/SOM/07-4/2012 – Admin/Logistics Assistant-Hargeisa” should be
forwarded to email address: recruit.unfpasom@unfpa.org
UNFPA will only be able to respond to those applications in
which there is further interest.
