Administrative Assistant

  • Contract
  • Mogadishu Somalia
  • TBD USD / Year
  • Salary: TBD
  • Closing date: 2 May 2022

Somalia

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.

How to apply

THIS ADVERTISEMENT IS FOR EU CITIZENS ONLY:

  1. You have the nationality of an EU Member State: You must use Goalkeeper to apply:

a) You are already registered on Goalkeeper AND you have an EU Login:

https://goalkeeper.eeas.europa.eu/registrar/web

b) You do not have a Goalkeeper account or an EU Login:

https://goalkeeper.eeas.europa.eu/registrar/web/DPA/357/details.do

  1. You do not have the nationality of an EU Member State:

only seconded nationals of a non-EU Contributing Third State can be proposed by their National Seconding Authority (no personal applications will be considered): please contact your

seconding authority to send them your application form.

Please note: Seconded positions are only available for candidates already validated in

the database of their Seconding Authority. Please contact your national Seconding

Authority for more information on applying for vacant Seconded positions. We cannot

provide contact details of national Seconding Authorities.

General Information on working in a CSDP Mission:

https://www.eeas.europa.eu/eeas/1-2022-call-contributions-european-union-capacity-building-mission-somalia-eucap-somalia_en