NGO Jobs in Nairobi Kenya - FAO

Food and Agriculture Organization of the United Nations
   
Vacancy Announcement No:FAO/05/2013

Deadline for Application: 1st February 2013   

Position Title:Executive Assistant 

1 Position   

Grade Level: SC-6

Contract Type: Service Contract   
 

Duty Station: Nairobi

Organizational Unit: FAO-Somalia

Duration: 3 Months with possible extension 
 

Eligible Candidates: Somali & Kenyan Nationals    

Anticipated Start Date: 1 March 2013

Under the overall and direct supervision  and guidance of the FAO Somalia O-I-C, the Executive Assistant coordinates overall office support activities of the Officer in Charge. 

The Executive Assistant works with wide latitude for independent action and often handles complex and sensitive matters. 

The incumbent performs the following duties:

• Provide and coordinate communication, information, documentation, administrative and protocol support processes for the Officer in Charge.
• Control the workflow of the Officer in Charge’s office, prioritize, distribute and monitor work of subordinate staff for whom the incumbent is the immediate supervisor.
• Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation from and to the Officer in Charge and the country office; select and abstract pertinent material for supervisor’s review; identify complex or sensitive material for special treatment; review outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO and country policies and procedures; attach necessary background information; maintain a follow-up system.
• Screen and place calls; respond to telephone, e-mail and personal enquiries; refer non-recurring matters and difficult issues to respective units.
• Manage the calendars of the Officer in Charge and Assistant Representatives; schedule appointments; brief the supervisor/s on matters before meetings and missions.
• Draft and format reports, presentations, publications, and other documentation material for the Officer in Charge and the country office.
• Maintain control of records and files; follow-up on deadlines to supervisors and officers for their action; update the office’s management information system including spreadsheets, files, databases; provide Registry with master files containing key documents.
• Undertake complex research from various sources; select relevant information and prepare briefs and summary notes in concise format.
• Maintain records on administrative and office support policies, procedures and practices and provide guidance as to their use to subordinate staff.
• Brief and train secretarial support staff regarding all aspects of the job, ensuring adherence to procedures, guidelines and work requirements; ensure accuracy of the work provided.
• Be responsible for the overall protocol liaison activities with the Host Government.
• Carry out administrative functions to support the activities of the Officer in Charge including making travel and schedule arrangements.
• Supervise the organization of meetings and events held in the country, including the provision of  meeting facilities, equipment, catering, making travel arrangements, coordinating logistics, preparing correspondence and assembling documents for participants.
• Take minutes at internal and/or official meetings, track actions and circulate related correspondence among relevant parties.
• Prepare informal translations and act as interpreter.
• Perform other related duties as required.

Minimum requirements: 
 

Education:  

• A high school completion certificate. 
• A university bachelors degree or higher is advantageous.

Experience:  

• Five years of clerical, administrative or operations experience. 
• A minimum of  six months work experience with the UN is desirable.
• Good communication and writing skills. 
• Good knowledge of the UN work system. 
• Ability to work with minimal supervision and good decision making skills are essential.

Technical Competencies:    

• Systematic, well structured and efficient approach to work assignments. 
• Analytical ability, accuracy and consistency. 
• Exercise diligence and care in dealing with records and expenditures.  
• Ability to organize work systematically, set priorities and meet deadlines. 
• Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency. 
• Recognize sensitive and confidential material and handle it with a high level of discretion. 
• Ability to communicate appropriately with high level officials and to professionally handle matters of protocol.

 Office Management Skills: 

• Systematic, well structured and efficient approach to work assignments. 
• Analytical ability, accuracy and consistency. 
• Exercise diligence and care in dealing with records and expenditures.  
• Ability to organize work systematically, set priorities and meet deadlines. 
• Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency. 
• Recognize sensitive and confidential material and handle it with a high level of discretion. 
• Ability to communicate appropriately with high level officials and to professionally handle matters of protocol.

Interpersonal and Teamwork Skills: 

• The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment.  
• Ability to establish and maintain  effective working relationships with people of different national and cultural background. 
• Tact, discretion, courtesy and a high level of trustworthiness are essential personal attributes. 
• Ability to work effectively with people of different national and cultural backgrounds.

Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English) and Somalia is desirable.

Other Skills:    

• Ability to effectively use standard office software, such as MS Office (Windows, Outlook, Word, Excel, Access, PowerPoint, Project, Exchange and Internet) etc
• Ability to use administrative software and/ or other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.

To Apply: 

Send your application to:
   
Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/05/2013 along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form available athttp://fmt.faoso.net/documents/PH_form-Blank.docx. 

E-mail is the preferred means of receipt and the application should be sent to HR-Somalia@fao.org.  

The subject line of the e-mail message should read CONFIDENTIAL – FAO/05/2013. 

If making a hard copy submission, the envelope should be clearly marked CONFIDENTIAL – FAO/05/2013 and sent to the following address:

FAO-Somalia
UN-Somalia Ngecha Road Complex
Corner Lower Kabete Road/Ngecha Road
P.O. Box 30470-00100
Nairobi, Kenya.

Applications may also be faxed, again clearly indicating CONFIDENTIAL - FAO/05/2013 in the subject line, to +254-20-4000333.

Applications must be received by the deadline. 

 Late applications will not be considered.

Only short listed candidates meeting all essential qualifications will be contacted.

Position Title: LOA Assistant 

1 Position  

Grade Level: SC-3

Contract Type: Service Contract  
 

Duty Station: Nairobi

Organizational Unit: FAO-Somalia

Duration: 3 Months with possible extension
 

Eligible Candidates: Somali & Kenyan Nationals    

Anticipated Start Date: 15 February 2013

Under the overall supervision of the Officer in Charge (O.I.C.) and the International Procurement Officer of FAO Somalia and the direct supervision of the Procurement Officer (Letters of Agreement - LoAs), the LoA Assistant will perform the following duties:

• Draft RFPs and ITBs for Letters of Agreement and any correspondence and notes for the file related thereto as appropriated as instructed by the Procurement Officer (Letters of Agreement);
• Assist in the establishment of Service Providers’ electronic database and draft correspondence for Service Providers to reply to queries and clarifications on the submitted applications;
• Assist in undertaking due-diligence review of Service Providers’ applications;
• Assist in the implementation of market surveys to determine operations’ related rate to be applied under Letters of Agreement;
• Maintaining the filing system and proper record-keeping concerning the LoA function including electronic LoA database and hard copies of LoAs, routing slips, note for the files, justifications and key correspondences;
• Follow up with the relevant Responsible Officers on the preparation and provision of the necessary information and documents required for the proper implementation of the Quality Assurance function;  
• Assist the Procurement Officer (LoAs) in the preparation of the consolidated annual LoA plan for FAO Somalia including the regular quarterly updates of this plan;
• Ensure timely insertion of the Quality Assurance Requisitions in the LoA database;
• Assist the Procurement Officer (LoAs) to undertake preliminary Quality Assurance review of Letters of Agreement;
• Assist in the preparation of the regular quarterly reports on LoAs to be submitted to CSAP in Rome;
• Attend, whenever required, Tender Opening Panel and Local Procurement Committee meetings in the capacity of secretary, preparing and editing Tender Opening and Local Procurement Committee minutes, Letters of Agreement and note for the files and all documents relevant to Letters of Agreement;
• Undertaking commercial evaluation of offers and preparing commercial evaluation summaries/tables;
• Follow up on all correspondences under LoA activities of FAO-Somalia;
• Follow up and report regularly to the Procurement Officer (LoAs) on the progress of LoA activities;
• Assist in the preparation of the consolidated annual LoA plan of FAO-Somalia and follow up on its implementation;
• Perform other related duties as required;

Minimum requirements: 
 

Education: Completion of secondary school education.

Experience: Two years of clerical, general office and/or operations experience, including analyzing, processing and editing of information and data and record keeping

Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English).

Other Skills:    

• Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. 
• Ability to use administrative software and/or other information systems and databases.

To Apply: 

Send your application to:
  
Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/04/2013 along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form available athttp://fmt.faoso.net/documents/PH_form-Blank.docx. 

E-mail is the preferred means of receipt and the application should be sent to HR-Somalia@fao.org.  

The subject line of the e-mail message should read CONFIDENTIAL – FAO/04/2013. 

If making a hard copy submission, the envelope should be clearly marked CONFIDENTIAL – FAO/04/2013 and sent to the following address:

FAO-Somalia
UN-Somalia Ngecha Road Complex
Corner Lower Kabete Road/Ngecha Road
P.O. Box 30470-00100
Nairobi, Kenya.

Applications may also be faxed, again clearly indicating CONFIDENTIAL - FAO/04/2013 in the subject line, to +254-20-4000333.

Applications must be received by the deadline. 

Late applications will not be considered.

Only short listed candidates meeting all essential qualifications will be contacted.

Position Title: Radio Operator 

2 Positions   

Grade Level: SC-3

Contract Type: Service Contract  
 

Duty Station: Nairobi

Organizational Unit: FAO-Somalia

Duration: 6 Months with possible extension
 

Eligible Candidates: Somali & Kenyan Nationals    

Anticipated Start Date: 15 February 2013

Under the direct supervision of the Field Security Officer (FSO) or in his absence the National  Security Officer (NSO) in Nairobi, the Radio Operator will work in a 24/7 radio room in Ngecha road Campus which will serve as the UN radio room for FAO Kenya and Somalia in Nairobi.

To ensure that the radio room is staffed 24 hours, the incumbent will perform the following principal functions in rotational basis:-

• Operate radio networks, telex/fax machines and receive and dispatch their messages;
• Type, distribute and log all incoming/outgoing radio/telex/fax messages properly to concerned UN personnel/Registry;
• Maintain chronological files for all incoming and outgoing telexes, facsimile and radio messages;
• Properly maintain all radio network, communication equipment;
• Perform maintenance and minor repairs on radio, telex/fax equipment;
• Maintain contact with UNDSS Radio Room, WFP Radio Room and all other stations of the Emergency Communications Network in Nairobi
• Maintain Radio contact with UNDSS Somalia radio room and all HF stations of FAO Somalia in Hargeisa and Garowe
• As instructed by the FSO or NSO, conduct mission tracking for FAO Somalia/Kenya, either in Kenya or in Somalia.
• Maintain regular communication and tracking of FAO Kenya and Somalia designated Wardens, performing periodical radio checks as instructed by the NSO/FSO
• Maintain tracking of vehicles equipped with VHF/HF communication
• Ensure communication security at all times;
• Perform other related duties as required.

Minimum requirements:
 

Education: Completion of secondary school education and recognized certificates in radio communication;

Experience:  

At least 2 years experience in telex, facsimile and radio operations, good typing skills and knowledge of computer applications and ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. 

Ability to use administrative software and/or other information systems and databases..
 

Languages: Working knowledge (level C) of the FAO official language used for communication within the country English and  Somali is required.
 

To Apply:

Send your application to:
  
Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/03/2013 along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form available athttp://fmt.faoso.net/documents/PH_form-Blank.docx. 

E-mail is the preferred means of receipt and the application should be sent to HR-Somalia@fao.org.  

The subject line of the e-mail message should read CONFIDENTIAL – FAO/03/2013. 

If making a hard copy submission, the envelope should be clearly marked CONFIDENTIAL – FAO/03/2013 and sent to the following address:

FAO-Somalia
UN-Somalia Ngecha Road Complex
Corner Lower Kabete Road/Ngecha Road
P.O. Box 30470-00100
Nairobi, Kenya.

Applications may also be faxed, again clearly indicating CONFIDENTIAL - FAO/03/2013 in the subject line, to +254-20-4000333.

Applications must be received by the deadline.  

Late applications will not be considered.

Only short listed candidates meeting all essential qualifications will be contacted.

Position Title: Local Security Assistant 

3 Positions   

Grade Level: SC-7

Contract Type: Service Contract   

Duty Station: Hargeisa, Garowe, Mogadishu

Organizational Unit: FAO-Somalia

Duration: 12 Months with possible extension 
 

Eligible Candidates: Somali  Nationals    

Anticipated Start Date: 1 March 2013

Under the overall supervision of the Officer in Charge (O.I.C.) FAO Somalia and direct supervision of the Field Security Officer or in his absence the National Security Officer, and in close collaboration with the Head of the Field Office and the UNDSS office at the duty stations, the LSA will;

• Continuously assess the security situation at his/her duty station and report developments affecting FAO operation to the FAOSO Field Security Officer, communicating to the Head of Field Office or OIC when required either verbally or in writing.
• Establish working contacts with key members of the local Government authorities, clan chiefs and elders and others related to the security community.
• Provide close security support to FAO program operations in the field, in coordination with UNDSS on the ground.
• Maintain an updated list of FAO staff members working or travelling through in his/her respective area of responsibility for the purpose of tracking and reporting in collaboration with HR unit and the Head of Field Office.
• Assist FAO staffs in preparing and submitting security clearances when needed.
• Assist FAO field missions on ground security arrangements, convoy planning; in coordination with UNDSS.
• Participate in security cell meetings and Area Security Management Meeting conducted by UNDSS in his/her duty station.
• Maintain copy of the area Security Plan, including updating staff lists, area specific MOSS and SRAs.
• Observe staff compliance to Minimum Operational Security Standards (MOSS) and report incompliance to Field Security Officer and /or National Security officer.
• Identify MOSS equipment needs of FAO field offices and initiate/request and monitor procurement of MOSS compliant equipments.
• Assist Field Security Officer and the National Security Officer in organizing training courses on security issues/awareness  and preparedness for FAO staffs.
• Monitor performance of local guard forces deployed to FAO field offices.
• Be responsible for the accountability of FAO security equipment and stores at his/her duty station.
• Attend to any other tasks assigned by the Field Security Officer, National Security Officer or FAO Somalia Officer in Charge. Collaborates with the Head of Field Office regarding the security management of operations within its area of operation and assists him/her when required

Minimum requirements: 
 

Education: 

• Minimum high diploma from accredited institution. 
• A university bachelors degree or higher is preferred.

Experience:

Minimum of  6 years experience with UN, NGO/INGO, humanitarian agency or media/public relations of which at least 2 yrs experience in the UN field of security is highly preferable. 

Experience in either military or police will be favorable. 

Good inter-personal and communications skills and the ability to interact readily with UN staff members at all levels 

Working knowledge and understanding of communications equipment including radios, telephones, satellite telephones, faxes, computer equipment (laptops and desktop
 

A valid driving license.

Technical Competencies and Experience Requirements:    

• High level of awareness on security matters and an understanding of different levels of risk and threat. 
• Ability to take initiative and use judgment to identify threats against the UN (personnel or property) and take appropriate action/report to the Field Security Officer, through the National Security Officer or in their absence to the FAO Somalia OIC in  a timely fashion. 
• Willingness to work long hours, under difficult conditions and often at high levels of stress. 
• Highly motivated and have the ability to think quickly and react with initiative to rapidly changing situations. 
• Have good inter-personal and communications skills and the ability to interact readily with UN staff members at all levels.

Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English and  Somali.

To Apply: 
Send your application to:
   
Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/02/2013 along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form available athttp://fmt.faoso.net/documents/PH_form-Blank.docx . 

E-mail is the preferred means of receipt and the application should be sent to HR-Somalia@fao.org.  

The subject line of the e-mail message should read CONFIDENTIAL – FAO/02/2013. 

If making a hard copy submission, the envelope should be clearly marked CONFIDENTIAL – FAO/02/2013 and sent to the following address:

FAO-Somalia
UN-Somalia Ngecha Road Complex
Corner Lower Kabete Road/Ngecha Road
P.O. Box 30470-00100
Nairobi, Kenya.

Applications may also be faxed, again clearly indicating CONFIDENTIAL - FAO/02/2013 in the subject line, to +254-20-4000333.

Applications must be received by the deadline.  

Late applications will not be considered.

Only short listed candidates meeting all essential qualifications will be contacted.

Position Title:Operations Assistant - Security 

1 Position   

Grade Level: SC-4
 

Contract Type: Service Contract    

Duty Station: Nairobi

Organizational Unit: FAO-Somalia

Duration: 6 Months with possible extension 
 

Eligible Candidates: Somali & Kenyan Nationals    

Anticipated Start Date: 15 February 2013

Under the overall supervision of the FAO Somalia O-I-C and direct supervision of the National Security Officer and field security officer, the Security Operations Assistant facilitates operations, serves as first point of contact for all field staff on routine security operations issues, ensuring  staff are in full compliance with all UN security policies, standards and directives in carrying out their day-to-day duties.  

Specifically, the Security Operations Clerk performs the following duties:

• Contact each staff member working under Special Security Concepts of Operations (CONOPS), by phone and exclusively in the Somali language, every working day, and more frequently as specific situations require;
• Track movement, location and work status of field staff under Special CONOPS on a daily basis and report through daily staff location sheet;
• Act as a link between FAO-Somalia and  UNDSS on any matter related to the operational security of FAO staff in the field;
• Keep field staff informed of security situations on the ground based on the information provided by UNDSS;
• Compile quarterly reports on the consumption and/or expiration of first aid and quick-run kit items, and send to Logistics to inform requests for replenishment;
• Request and process security clearances, both online (TRIP) and manually by Mission Security Clearance Request (MSCR) on behalf of all staff in compliance with UN security regulations.  Serve as MSCR focal point for FAO-Somalia to UNDSS.
• Follow up as necessary on the approval of security clearance requests;
• Track all MSCRs submitted on behalf of FAO staff;
• Maintain proper filing of the security unit Operations security document;
• Support FAO National security Officer and the FSO on any security related issues between FAO and UNDSS.
• Monitor access control and process security access card for all FAO premises (UN  Somalia Ngecha Road Offices).
• Process Travel authorization for  security unit  and Mission travel claims.
• Attend country security meeting on the absence of National security Officer and the FSO.
• Act as focal point for all security related issues from the field and channel to FAO - NSO and respective managers and follow up for actions.
• Supervise and coordinate with all FAO Units on the  travel of Nairobi based staff on mission.
• Follow up and keep the track of all FAO staff security trainings and update TRIP profiles.
• Perform other related duties as required.

Minimum requirements: 
 

Education: Secondary school education or equivalent commercial school.

Knowledge and skills:    

• Three years of clerical, administrative or operational security experience.
• Systematic and efficient approach to work assignments; good judgment and analytical ability; 
• excellent attention to detail; communicates with supervisors and colleagues on a regular basis; candid and trustworthy when issues are raised. 
• Ability to work under minimum supervision.
• Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. 
• Ability to use software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format

Interpersonal Communications and Teamwork Skills:  

• The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. 
• Tact and courtesy. 
• Ability to establish and maintain effective working relationships with people of different national and cultural background.  
• Good knowledge of the UN work system.

Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English), knowledge of Somali is desirable.

To Apply: 
Send your application to:
    
Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/01/2013 along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form available athttp://fmt.faoso.net/documents/PH_form-Blank.docx .

E-mail is the preferred means of receipt and the application should be sent to HR-Somalia@fao.org.  

The subject line of the e-mail message should read CONFIDENTIAL – FAO/01/2013. 

If making a hard copy submission, the envelope should be clearly marked CONFIDENTIAL – FAO/01/2013 and sent to the following address:

FAO-Somalia
UN-Somalia Ngecha Road Complex
Corner Lower Kabete Road/Ngecha Road
P.O. Box 30470-00100
Nairobi, Kenya.

Applications may also be faxed, again clearly indicating CONFIDENTIAL - FAO/01/2013 in the subject line, to +254-20-4000333.

Applications must be received by the deadline.  

Late applications will not be considered.

Only short listed candidates meeting all essential qualifications will be contacted.