BS Assistant/Event and General Administration

Vacancy Announcement No-833205

Job Title: BS assistant/Event and general administration

Contract Type/Grade: G4

Duty Station: Mogadishu, Somalia

Contract Duration: 1 year (Initial)

Closing Date: 19th June2024

What will you do?

• Check the provision of a range of services related to the events and general Administration functions, maintaining

information, to contribute to the effective events and administrative supports.

• Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.

• Manage and maintain paper and electronic records within the area of responsibility in accordance with established

procedures, to ensure swift and easy data access as required.

• Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and

effective management of resources.

• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues including events organization.

• Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.

• Work closely with Functional units’ events focal points to ensure effective preparation, management, and execution of the events in accordance with the highest standards.

• Ensure quality service to organize conferences, workshops, training, meetings, accommodation, travel, and mission events in a timely and efficient manner.

• Ensure that the facilities such as the conference hall, information technology, stationery and catering, printing materials meet the required standard of such events as per requirements.

• Ensure that the implementation process is consistent with the established timeline of the event.

• Ensure the events are well grounded in the local context and cultural sensitivity.

• Propose the ICT requirements based on the event scale.

• Propose the visibility items and options based on the event scale.

• Arrange the photographer and videographer to cover the event as required.

• Report the event completion including any challenge and lessons learn for corrective actions for the future events.

• Develop specifications for event LTA for procurement action in case of LTAs renewal.

• Ensure appropriate follow up on the event invoices related payment timely.

• Develop and maintain good working relationships with the Clients (WFP Staff).

• Performing other administrative tasks, if required.

Do you meet the minimum requirements?

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: Four or more years of experience in general administrative working in government institutions, Privet sector, INGO UN.

Language: Fluency in oral and written communication in English and Somali.

Are you competent for this job? Do you have?

• Has demonstrated an ability to perform all routine administrative activities in line with operating standards through day-to-day work.

• Has supported in providing ad-hoc guidance to new staff members.

• Knowledge of standardized business support work routines and methods.

• Uses tact and courtesy to give and receive information with a variety of individuals.

• Good attention to detail in order to identify data discrepancies.

• Ability to work to deadlines and follow clear instructions.

• Experience working with word processing, spreadsheets, and emails, including Microsoft Word, Excel, and Outlook Express.

• Excellent interpersonal and communication skills.

• Ability to maintain accurate and precise records.

• High sense of responsibility and punctuality.

• Honesty and integrity.

• Ability to communicate clearly both orally and in writing.

• Ability to work in a multicultural environment.