Job Description

Position Title: Administrative Officer

Number of positions: 1

Reporting to: Human Resource & Admin Manager

Duty Station: Mogadishu

Contract Duration: 12 Months

Organisational background:

Action Against Hunger leads the global movement to end hunger. We innovate solutions, advocate for change, and reach 24 million people every year with proven hunger prevention and treatment programs. As a nonprofit that works across 50 countries, our 8,300 dedicated staff members partner with communities to address the root causes of hunger, including climate change, conflict, inequity, and emergencies. We strive to create a world free from hunger, for everyone, for good.

Action Against Hunger USA is part of the Action Against Hunger International network. As an independent NGO, Action Against Hunger USA currently manages operations in 8 countries: Kenya, South Sudan, Somalia, Tanzania, Uganda, Ethiopia, Zambia and Haiti. Action Against Hunger-USA has over $100 million in programs, and approximately 1,800 permanent staff based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

1. Summary of position

The Administrative Officer Will Perform a wide range of administrative and office support activities for the department and/or managers (Logistics, and Human Resources) to facilitate the efficient operation in the Somali Mission.

The Administrative Assistant:

• Purpose: provide support in administrative matters for a Finance, Logistics Human resources unit by performing varied responsible office support functions.
• Engagement:  Interact with various departments and staff within Somali Office.
• Delivery: Use different administrative skills to not only support players but also develop a working knowledge that will ensure effective day to day running of the Somalia Mission, add value to the organization and promote a sense of pride purpose and belonging

Objective 1: General Administrative Support

• Updating the Centre’s contact list i.e. telephone, email addresses and skype.
• Receive, sort and distribute the Mails
• Maintain office running supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• In conjunction with Logistics, act as a contact person for general maintenance requests (plumbing, electricity, internet, phone and other workmen) as the need arises
• Coordinate with the fleet officer on all ground transport for staff.
• Manage administrative matters for transit staff such as visas, vaccinations etc.
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Receive invoices from suppliers and dispatch to Logistics and Finance.
• Booking of flight and accommodation for the staff
• Guest house management
• Perform related duties as assigned.

Objective 2: Human Resource Support

• Record and file staff leave requests as received
• Assist HR department update the staff files.
• Update Master Staff data on Monthly Basis
• Timesheets update

Experiences and Qualifications

Degree in Business Administration or any other related field of study from a recognized university.

• 3+ year Experience in a similar role, preferably in an INGO

Required Skills & Competencies

• Excellent interpersonal and communication (verbal and written) skills
• Ability to provide or recommend solutions to problems
•  Flexible to assume additional responsibilities; proactive approach to work and able to work with minimum supervision.
• Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and in different departments
• Ability to work and contribute positively in a team
• Excellent Computer skills in word, Excel and Email.
• Commitment to Action Against Hunger work and values

Skills Required

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