JOB SUMMARY

• Working under the of HR/Admin Officer based in Mogadishu, The Admin Assistant is responsible for supporting the delivery of efficient and effective administrative support to the Country office, the Guest House and the office of Country Director

SCOPE OF ROLE:

• Management of Incoming and outgoing mailboxes for the Senior Management Team; Country Director with external stakeholders,
• Assist Senior Management Team members in organizing staff and/or external meetings/conferences; in coordination with HR/Admin Officer.
• Produce Reports / Collect information, compile Data and organize files as requested by the Senior Management Team
• Handle Filing and Compilation of Management Memos and other administrative notes / mails related to Directors for easier reference and location when needed.
• Other related duties as requested by the CD (advance requests, settlements, reimbursements…. etc.)
• Print documents from other department and field office for CD for signatures
• Organize CD files and do reminders on outstanding issues with other staff
• Organize for and on behalf of CD meetings with other departments

Tasks & Responsibilities:

• Booking Inter-travel accommodation for all flights, including invoicing and submitting payment to Finance.
• Preparing Monthly Inter-Travel- Hotel occupancy report to officer in charge
• Flights focal person-ensure that all the flights request-local and international are action in an efficient manner
• Receive, Greet and Direct External Visitors to departments
• Organize mail distribution and sending to field offices and other locations as needed (via courier).
• Tracking of Way Bills from the field and or from country offices to the fields
• Handling outgoing shipments via DHL for programs, Logs, Finance and procurement with support of warehouse assistant
• Booking in house – Office Conference Rooms upon requestors’ emails’ receipt. Communicating with requestors.
• Focal Point for Office Stationery on the position’s duty location;
• Receiving the supplies from suppliers when delivering the ordered items
• Reporting need for replenishment
• Submitting utilization report to officer in Charge
• Photocopying / Scanning all the payments and Documents when requested by CMT member but as a daily routine for CD
• Filing as per the system of the Administration
• Perform other Ad-hoc duties as and when assigned by supervisor
• In liaison with the Operations Manager, monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staff.
• Ensure that support is provided in a timely and reliable fashion with all travel arrangements, conference venue bookings, meeting arrangements, accommodation booking for staff from other programs and other official visitors
• Manage office supplies through receiving and making release orders.
• Prepare payment request vouchers for all utilities (electricity bills, water bills, newspapers etc.) including telephone bills.
• Liaise with external staff to schedule and organize in-house and external events.
• Assist the HR department in organizing staff training sessions, workshops and activities
• Support the Experts by ensuring that all need and requirements for their stays in the GH are up to date and furnished
• Ensures the good management of all the contracts (employees, lease agreements, car rental, insurances
• Ensures all the legal, fiscal, social laws are followed and implemented in all the administrative issues of the program
• Raise all PR related to Administration department.
• Follow up Electricity and water bills and confirm/verify the content of the bills
• Take lead of processing telephone bills payment and follow up with local companies to make sure payment is done on 5th of every months.
• Responsible of informing domestic staff of guest house about number of expats
• Manager and supervisor Cleaner/cook in day to activities
• Ensure new staff has job identification, staff ID card and business cards as required.
• Ensure staff ID renewed at the end of very year as per their contract extension and ensure that each and every staff has received his/her ID by signing ID release order sheet
• Prepare monthly report of administration
• Responsible in office and guest house repair and Maintenances
• Perform any other duties as required.

Key Working Relationships:

• Position Reports to HR/Admin Officer
  The position directly supervises: the country office and South-central Cooks, Cleaners, and Gardeners