Administrative Assistant

Job Advertisement

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

Job Details

Job Posting Organization:
The United Nations Transitional Assistance Mission in Somalia (UNTMIS) is an organization dedicated to supporting the peace and stability of Somalia. Established to assist in the transition towards a stable and democratic governance structure, UNTMIS operates with a mission to promote human rights, facilitate humanitarian assistance, and support the rebuilding of national institutions. The organization employs a diverse workforce and operates in various regions of Somalia, focusing on collaboration with local authorities and communities to achieve sustainable development goals.

Job Overview:
The Administrative Assistant position within UNTMIS is crucial for ensuring the smooth operation of the Strategic Communications and Public Affairs Group (SCPAG). The incumbent will be responsible for a variety of administrative tasks that support human resources management, budget and finance, and general administration. This role requires a proactive approach to managing human resource activities, including recruitment, performance appraisals, and staff training, while adhering to UN regulations and policies. Additionally, the Administrative Assistant will assist in budget preparation and monitoring, ensuring compliance with financial regulations and effective resource allocation. The position demands strong organizational skills, attention to detail, and the ability to communicate effectively with various stakeholders within the mission and beyond.

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

• Human Resources Management: Administering recruitment processes, maintaining vacancy files, advising staff on visa matters, and monitoring staffing tables.
• Budget and Finance: Assisting in the preparation of work programs and budgets, monitoring expenditures, preparing financial reports, and ensuring compliance with budgetary regulations.
• General Administration: Providing guidance to mission staff, coordinating with service units, and performing various administrative duties such as travel arrangements and vendor payments.
• Communication: Ensuring effective communication within the team and with external stakeholders, tailoring messages to suit different audiences.
• Accountability: Taking ownership of responsibilities, delivering outputs on time, and supporting subordinates in their tasks.
• Professionalism: Demonstrating a commitment to the UN's values and principles, including gender equality and integrity in all aspects of work.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher is preferred and may reduce the required work experience. Proficiency in computer skills, including word processing and spreadsheets, is essential. Experience with ERP systems, particularly SAP/Umoja, is desirable. Candidates should also have a strong understanding of UN regulations and procedures, particularly in human resources and financial management.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher are encouraged to apply, as this may reduce the required years of relevant experience from five to three years.

Experience:
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. Experience within the United Nations system or similar international organizations is highly desirable, as is familiarity with ERP systems such as SAP/Umoja.

Languages:
Fluency in English, both oral and written, is required for this position. Knowledge of French is considered an asset, as English and French are the working languages of the United Nations Secretariat.

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

• The selection process will differ for internal and external candidates, with specific eligibility criteria based on the candidate's current employment status within the UN system. The position is subject to local recruitment, meaning that candidates must be based at the duty station and will not be eligible for international recruitment benefits. The United Nations is committed to achieving gender balance and encourages female candidates to apply. Additionally, the organization emphasizes the importance of maintaining a non-smoking environment and provides reasonable accommodations for applicants with disabilities.