The United Nations Population Fund (UNFPA) Somalia Country Office is hereby inviting applications for the following position.
Post Title: Administration Secretary
Type of Contract: Special Service Contract (Equivalent GS3) Period: Three Months Duty Station: Hargeisa, Somaliland Date of Issue: 21 /09/2011 Closing Date: 30/09/2011
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 Somaliland Officer in Charge and the supervision of the Administration/Finance Associate, the Secretary shall assist in the administration of the Field Office. The Secretary shall be responsible for applying standard administrative practices, for the efficient functioning of the Field Office in Hargesia.
More specifically the Secretary will perform the following functions: Reporting to the Officer in Charge and working within the framework of the Field Office, the Secretary shall perform the following tasks (these duties are not all inclusive): • Liaise frequently with the Officer in Charge to: o Perform all administrative tasks assigned by the Officer in Charge and/or Admin/Finance Associate, including monitor & record attendance, overtime, CTO and leave record reporting, vehicle and trip tickets management, preparation and distribution of administrative circulars, movement of personnel, etc. • Coordinate the administration of the Field Office by: o Manage office supplies and equipment for staff; o Carry out archiving of correspondence and filing of the Section/ Unit; o Provide timely administrative support for the Section/ Unit; • Liaise with: o Implementing partners to give them administrative support; o Nairobi office. • Perform other functions as assigned by the Officer in Charge
Work implies frequent interaction with the following: • Officer in Charge; • Admin/Finance Associate; • National Programme Officers; • Staff within Field Office; • International & Local NGO Partners; • Nairobi office. Results Expected • Ensure continuous administrative support to the Field Office such that it is administered smoothly and the technical staff members are left free to perform their respective tasks, without burden of administrative issues. Competencies • Client orientation - Establish and maintain productive partnerships with staff within the agency. • Planning and organizational skills - Ability to establish priorities and to plan, coordinate and monitor work plans. • Technological Awareness -Ability to operate common office management database software and spreadsheet applications. • Communication - Excellent written and oral skills, including ability to prepare and present concise oral and written documentation, correspondence, updates and other documentation. • Teamwork - Good interpersonal skills; demonstrated ability to develop and maintain effective work relationships with NGOs and civilian counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Qualifications and experience Education: • Completion of High School. Diploma in Business Administration is desirable, but it is not a requirement. Experience: • Minimum of 6 years experience in general administration and ability to work independently, including drafting correspondence. Familiarity with and ability to interpret UN Rules and Regulations will be an asset. Language: • Fluency in written and spoken English and Somali.
How to Apply: Please send a completed UN P-11 form (www.escwa.un.org/main/vacancies/P_11.doc) and curriculum vitae, marked “Administration Secretary” by 30 September 2011 to UNFPA - Hargeisa, UN Common Compound or send through the email: homer@unfpa.org . Women are strongly encouraged to apply.
UNFPA WILL ONLY BE ABLE TO RESPOND TO THOSE APPLICATIONS IN WHICH THERE IS FURTHER INTEREST.
For more information on UNFPA please visit the site http://www.unfpa.org .
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