Job Description

Somalia Food Systems Resilience Project

Terms of Reference for State Project Administrator - HSS

Position

State Project Administrator

Project

Food Security Resilience Project - FSRP

Location

Jowhar, Somalia

Accountable to

State Project Coordinator

Government Agency

Ministry of Agriculture & Irrigation

Type of Contract

Individual

Duration

12 months with the possibility of extension

Application Deadline

24th June 2026

1.   Project Summary:

Somalia is one of the countries that implement stage one of FSRP; Food Systems Resilience Program (FSRP) is part of a regional initiative by the World Bank to provide a comprehensive framework to intervene at both the national and regional levels. This Multiphase Programmatic Approach (MPA) aims to tackle the underlying structural challenges of food insecurity and reduce beneficiaries' vulnerability to unpredictable climate, crisis, and conflict events, seeking the achievement by rejuvenating Somalia's agro-livestock research institutions, seed systems, and extension services and developing community institutions that can anchor adaptation of climate-smart agro-livestock practices, strengthening the availability of water and improved rangelands management for resilient agriculture and livestock production; support animal health services, enhancing the integration of the production systems to domestic and regional markets, with appropriate investments in food safety and value addition, and establishing an enabling policy and institutional framework at a sub-national, national and regional level capable of supporting food systems resilience for Somalia.

The Project Development Objective (PDO) for Somalia Food Systems Resilience Program (FSRP) will be: to increase preparedness against food insecurity and improve the resilience of food systems in targeted project areas of Somalia. Progress toward the PDO will be measured using five PDO indicators and intermediate indicators. All relevant indicators will be disaggregated by gender (men and women) and age (youth and adult). The five indicators are:

ü  Reduction of food insecure people in project-targeted areas (percentage)

ü  Farmers adopting supported climate-smart innovations and practices (number and percentage of which are female and climate resilient);

ü  land area under sustainable landscape management practices (hectares);

ü  Increase in the volume of agricultural production sold on domestic and regional markets (percentage); and

ü  Policy products related to agriculture, natural resources management, and food systems resilience adopted with the Project's support (number).

2. General Description of the Role

Directly reporting to the State Project Coordinator and with direct technical oversight of the line ministries, the State Project Administrator will support the administrative and operational function of the Project Implementation Unit. Specifically, the SPA will be directly responsible for administration.

3.  Main Responsibilities

ü  Supervise, manage and appraise project cleaner (if any) and driver (s);

ü  Maintain both electronic and paper files, documents and letters in an accessible manner while ensuring confidentiality and security of the information;

ü  Ensure back-ups and data safety is implemented and maintained in the SPCU office;

ü  Responsible for copying, printing, scanning, and binding all needed documents:

ü  Maintain a database of necessary contacts of all stakeholder establishments and other relevant organisations;

ü  Responsible for ensuring that the contact database is updated regularly and the information is readily accessible to all relevant parties;

ü  Responsible for organizing internal office meetings and workshops whenever necessary and taking minutes of the meetings;

ü  Responsible for receiving telephones and manage in and out visitors also make appointments with the SPCU;

ü  Assist in maintaining and updating the asset inventory, stationery/office supplies stock list every month in the State Procurement Teams.

ü  Ensure that all financial transactions have adequate and verifiable supporting documentation before submitting them to the SDF Secretariat.

ü  Support the SPC in ensuring all the security requirements approved by the Security teams are always adhered to by the SPCU in the office and during travel.

ü  Circulate the latest security updates in consultation with the SPC and the concerned bodies.

ü  Conduct any other duties as assigned by the SPCU and the line ministries.

4. Performance evaluation and contract extensions

ü  The first 3 months of the assignment will be a probation period and a contract extension will only be possible depending on satisfactory performance;

ü  The State Project Coordinator and the FM will supervise the SPAA;

ü  Key performance targets will be agreed for the probation period and every six months after the probation period.

ü  Performance objectives and individual deliverables will be evaluated by the SPC of the FSRP project and the Director General of MoAI every 6 months, based on predefined performance targets, and contract extensions will be based on satisfactory performance only.

ü  This will be signed off by both the State Project Coordinator and the DG of MoAI.

Experiences and Qualifications

This position of State Project Administrator in HSS requires being results-oriented professional, administrative focus, committed to office administration issues, smoothness of communication and collaboration throughout the work and performance as well as advisory services in administration, coordination, meetings and schedules. The candidate should be a good team player with the following qualifications: -

Higher national diploma in Secretarial, Office Administration, Business Administration, or other related fields from a recognized learning institution

     I.        Three (3) years of working experience in a Secretarial or Project Administrator position in a busy public or private sector institution;

   II.        Strong computer and communications skills (oral, written, presentation); and experience with the UN, International NGOs, and Development Projects is adding value;

 III.        Fluency in English and Somali.

  IV.        Proven interpersonal and diplomatic skills;

    V.        Understanding of how government systems in Hirshabele work.

  VI.        Energetic and able to work independently with high sense of responsibility;

Skills Required

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