Administrative Assistant

1. Reporting Line:

The Administrative Assistant reports to the Head of Field Office Mogadishu.

2. Main Tasks and Responsibilities:

· To assist the Head of Field Office in scheduling related activities;

· To verify reports, data and information in the reporting structure;

· To administer and distribute relevant reports and required information to internal and external functions;

· To write minutes of meetings and follow up on tasks within the Field Office;

· To co-ordinate internal communication within the Field Office and organise meetings and presentations;

· To draft letters, memoranda, reports, and other documents as requested;

· To maintain office services by assisting the Head of the Field Office in organising office operations and procedures, managing correspondence, designing filing systems, reviewing supply requisitions, assigning and monitoring clerical functions;

· To be responsible for the effective and appropriate management of the records and archives;

· To establish and maintain filing systems to meet administrative, legal and financial requirements;

· To contribute to the design and implementation of policies, procedures and infrastructure to support an integrated organisational wide records management approach and system;

· To maintain a permanent record of all activities and meeting held by the Field Office;

· To assist in Field office Mogadishu related administrative processes.

3. General Tasks and Responsibilities:

· To identify and report on lessons learned and best practices within the respective area of responsibility;

· To contribute and ensure timely reporting on activities within the respective area of responsibility;

· To take account of gender equality and human rights aspects in the execution of tasks;

· To undertake any other related tasks as requested by the Line Manager(s).

4. Essential Qualifications and Experience:

· Successful completion of a minimum level of secondary education attested by a diploma giving access to post-secondary education OR equivalent and attested police and/or military education or training or equivalent rank; AND

· A minimum of 3 years of professional experience, after having fulfilled the education requirements.

5. Essential Knowledge, Skills and Abilities:

· Knowledge and application of records management practices including an understanding of computerised records management systems;

· Experience in dealing with internal and external parties and the ability to maintain a high level of confidentiality.

6. Desirable Qualifications and Experience:

· Experience in planning and organizing admin tasks;

· International experience, particularly in crisis areas with multi-national and international organisations.

· The experience should be in the field of administration and archiving management.

7. Desirable Knowledge, Skills and Abilities:

· Reporting skills;

· Knowledge of EU financial regulations;

· Proven organisational and, planning skills.