The incumbent is responsible for managing and providing the full range of operational, administrative and logistics tasks in support of the field projects and/or programme activities in Hirshabelle State, Somalia.
Tasks and responsibilities
Act as the focal point for all operational, logistics and administrative matters at the Field Level with proper filing in time and for all projects/programs implemented in Hirshabelle State.
Provide administrative support and facilitate field missions coming to Hirshabelle State for travel authorizations, accommodation, security access and other requirements.
Assist in facilitating workshops logistics, protocol office support, administrative and logistics support to meetings, workshops, conferences, etc training and meeting involving the state (field office).
Assist in the procurement of minor office supplies.
Ensure the timely provision of project inputs (personnel, technical support services, sub-contracts, training, equipment, and supplies at field level) by managing field office petty cash floats, timely liquidation and preparation of reports, by examining, initiating and processing a variety of Operational Advance, payment vouchers, ensuring accuracy of coding, appropriate application of currency exchange rates and the clearance and supporting documentation conforming with the financial rules and regulation of the organization when requested and by liaising appropriately with the Support Units;
Assist in the management of support staff (driver, cleaners, security guards etc.).
In close coordination with the logistics units, assist in the management/maintenance of field vehicles/radios or other assets.
In close coordination with the Support unit – Admin, assist in carrying out regular asset inventory and contribute to maintaining field office inventory database accurate and complete;’
Responsible for the management of pouches. Ensure the dispatching and follows up on all documentation sent to or passing through the FAO Field office from and to the various destinations.
When requested and in close coordination with the logistics unit, ensure that the reception of articles and goods are done according to the quantities and qualities required on the respective purchase order.
Provide support in ensuring all logistics activities are carried out in time to support field project activities including follow up with partners and supplier regarding inputs deliveries.
Participate in field missions to observe FAO projects and seek meaningful engagements with the communities and document findings to improve the overall programme.
Perform other duties as required and when requested by the Supervisor.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
University degree in administration, finance, information management, or any relevant discipline from a reputable Institution.
At least 3 years of relevant experience in administration and/or financial, program, project support work.
Working knowledge (level C) of the FAO official language used for communication within the country (English) and working.
