Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Mogadishu
Country: Somalia
Deadline Date: Not specified

Job Details

Job Posting Organization:
The job is posted by the United Nations Transitional Assistance Mission in Somalia (UNTMIS), which is part of the broader United Nations system. The UN was established in 1945 with the mission to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations. UNTMIS specifically focuses on supporting the peace process in Somalia, which has faced significant challenges over the years. The organization operates in various countries around the world, with a commitment to addressing global issues such as human rights, humanitarian assistance, and sustainable development. The UN employs thousands of staff members globally, working in diverse roles to fulfill its mission.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the UN Transitional Assistance Mission in Somalia. The incumbent will report directly to the Chief of Strategic Communications and Public Affairs Group (SCPAG) and will be responsible for a variety of administrative tasks that support the mission's objectives. This role encompasses human resources management, budget and finance oversight, and general administrative duties. The Administrative Assistant will play a key role in ensuring that the mission's human resource activities are conducted in accordance with UN rules and regulations, while also assisting in the preparation and monitoring of the office's budget and work programme. The position requires a proactive approach to problem-solving and the ability to communicate effectively with various stakeholders, including staff members and external partners.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include, but are not limited to:

• Human Resources Management: Performing various actions related to recruitment, placement, promotion, and training of staff members; maintaining vacancy announcement files; preparing personnel actions using UN electronic tools; advising staff on visa matters; and monitoring staffing tables for various HR activities.
• Budget and Finance: Assisting in the preparation and development of the office's work programme and budget; monitoring budget implementation and expenditures; collecting data for financial reports; and reviewing requisitions for goods and services.
• General Administration: Providing guidance to mission staff; coordinating with service units; identifying and reporting issues; and performing other related administrative duties such as travel arrangements and organizing seminars.
• Competencies: Demonstrating professionalism, effective communication, and accountability in all tasks.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to three years. Proficiency in computer skills, including word processing and spreadsheets, is essential. Experience with an ERP system, such as SAP/Umoja, is desirable, as is experience within the United Nations system or similar international organizations.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent. While no specific job-related qualifications are mentioned, candidates with higher education degrees may have an advantage in meeting the experience requirements.

Experience:
The position requires a minimum of five years of relevant experience in administration, finance, budget, accounting, audit, human resources, or a related area. This experience must be progressively responsible, indicating that candidates should have taken on increasing levels of responsibility over their careers. For those with a first-level university degree or higher, the required experience is reduced to three years, allowing for a more diverse pool of applicants.

Languages:
Fluency in English, both oral and written, is required for this position, as English is one of the working languages of the United Nations Secretariat. Knowledge of French is also beneficial, as it is another working language of the UN, but it is not mandatory for this role.

Additional Notes:
This position is temporarily available until 31 October 202

• If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. For external candidates, it will be a Temporary Appointment. The position is subject to local recruitment, meaning that candidates must be based at the duty station and will not be eligible for international allowances or benefits. The UN is committed to achieving gender balance and encourages female candidates to apply. The recruitment process does not involve any fees, and candidates must ensure that their application information is complete and accurate.