Procurement – Joblink Somalia

Facilities Management Assistant

Joblink Somalia — Mon, 02 Feb 2026 07:14:48 +0000

Position details

Vacancy id: VAC-46629

Job title: VAC-46629 Facilities Management Assistant

Location: Mogadishu

Apply by: 09-Feb-2026

Start date: 15-Feb-2026

Duration: 4 months

Number of vacancies: 1

Qualification: High school diploma in a relevant discipline ( essential). Certificate in a technical or vocational certificate in at least one of the following areas namely business administration, accommodation management or logistics management. ( desirable).

Sector experience: Minimum of 8 year/s of demonstrable relevant experience in camp management / front office reception / administration, logistics support or related fields, including at least 2 years at the international level ( essential). Minimum of 8 year/s of demonstrable relevant experience in managing support services in international operations in a post conflict environment(s) ( essential).

Geographical experience: Minimum of 8 year/s of experience in Somalia ( essential).

Languages: Fluent in English ( essential). Working level in Somali ( desirable).

CTG overview

Job description

CTG was established in 2006, almost 20 years ago, in Afghanistan. We currently operate in 35 countries and have approximately 11,500 staff members committed to good!

But do you know who we are? And what do we do?

We provide tailored Human Resources and Staffing Solutions that support critical global initiatives across Humanitarian and Development sectors, and are now strategically foraying into new industries, including Construction, Energy, and IT, with a focus on high-risk regions.

Here’s a list of services we offer:

Overview of position

Role objectives

Staffing solutions and HR management services
Monitoring and evaluation
Fleet management and logistics
Facilities management
Sustainability and Communications Advisory
Election monitoring and observation
IT professional services
Medical assistance

Under the overall guidance of Chief, FMU and directly reporting to Facilities Management Officer, the Facilities Management Assistant (FMA) is responsible for the efficient and effective management of accommodation services within the organization. This involves coordinating and preparing accommodation for incoming and outgoing personnel, ensuring timely room allocation, maintaining accommodation standards, and overseeing the overall cleanliness and functionality of all accommodation facilities. The incumbent is responsible for implementing the UNSOS issued guidelines and directives.

Within limits of delegated authority, Facilities Management Assistant (FMA) will carry out for the following duties: Accommodation Booking and Coordination

Process all booking requests promptly.
Prepare weekly accommodation statistics, forecasts, and room allocation plans for approval by the CFMU/CEFMS.
Coordinate the preparation of transit rooms and VIP rooms.
Facilitate the check-in process for all transiting personnel and short-term occupants, assigning rooms and providing necessary information.
Coordinate the check-out process, ensuring the return of room keys and other items.

Project reporting

Key competencies

Team management

Further information

Accommodation Maintenance

Conduct daily inspections of vacant rooms, preparing deficiency reports and creating service orders.
Ensure all residential accommodations adhere to standardized conditions.
Maintain the cleanliness and functionality of all transit accommodations.
Coordinate with relevant units to address maintenance concerns and emergency repairs.
Collaborate with other units to ensure timely furnishing and preparation of new accommodations.
Conduct regular inspections of accommodation facilities across Somalia and report on deficiencies.

Administrative Tasks

Prepare monthly accommodation occupation reports for cost recovery.
Liaise with Regional Administrative Officers (RAOs) to obtain necessary reports.
Submit weekly, monthly and completion reports on the work progress.
Submit Ad-hoc reports as required.

This role will directly report to Facilities Management Officer.

Professionalism: Shows pride in work and achievements; demonstrating professional competence throughout. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; motivated by professional rather than personal concerns and shows persistence when faced complexity, remaining calm in stressful situations.Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning and Organization: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments, adjusting work as required. Allocates appropriate time and resource for completing tasks; foresees risks and allows for contingencies in planning. Monitors and adjusts plans and actions as necessary utilising time efficiently.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to understand the clients’ point of view; Establishes and maintains productive partnerships through trust and respect; identifies clients’ needs and matches them to appropriate solutions. Monitors and anticipates problems, keeping clients informed throughout. Meets timelines for delivery of products and services to clients.

This role has no team management responsibility

Qualified female candidates are encouraged to apply for this role.

Disclaimer: · At no stage of the recruitment process will CTG ask candidates for a fee. This includes during the application stage, interview, assessment and training. · CTG has a zero tolerance to Sexual Exploitation and Abuse (SEA) which is outlined in its Code of Conduct. Protection from SEA is everyone’s responsibility · CTG encourages all candidates applying for this advertisement to ensure that their candidate profile is up to date with up to date experience / education / contact details, as this will help you being considered further in your application for this role.

Discover more

Procurement and Administration Assistant

Web Editor — Sat, 17 Jan 2026 06:01:48 +0000

Background:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Somalia Office contributes to its global corporate mandate to make the vision of the sustainable Development Goals a reality for women and girls and stands with women’s equal participation in all aspects of life. Its main objective is to promote women’s human rights and gender equality which are key in sustaining and furthering achievements in stability and development. In this regard, its programming in Somalia focuses on: (1) women’s leadership and political participation; (2) Women and girls contribute to and have greater influence in building sustainable peace and resilience and benefit equally from the prevention of natural disasters and conflicts and humanitarian action integrating sustainable livelihoods and 3) advancing women’s rights to live free from violence. UN Women also coordinates and promotes the UN system’s joint work in advancing gender equality. It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change.

Under the guidance and direct supervision of the Operations Manager in Somalia, and the Procurement and Administrative Assistant supports the execution of transparent and efficient procurement and administrative services consistent with UN Women rules and regulations. The Procurement and Administrative Assistant promote a client-focused, quality-driven and results-oriented approach in the delivery of procurement and administrative services. The role supports: (i) full compliance with UN Women policies, rules, and regulations; (ii) the effective functioning of systems and processes that enable programme delivery and operational efficiency; (iii) accountability to organizational values, principles, and internal controls; and (iv) an enabling and inclusive workplace environment that maximizes staff performance and productivity.

The Procurement and Administrative Assistant work in close collaboration with Operations, Programme and Project staff, as well as with operations colleagues in other UN Agencies, UN Women Regional Office and Headquarters, and relevant Government counterparts, to ensure consistent, timely, and high-quality service delivery, and to proactively resolve procurement- and administration-related issues.

Key Functions and Accountabilities:

Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies:

Provide substantive input to procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operations Manager;
Provide input to the implementation of procurement management policies and strategies on cost saving and reduction;
Follow up with internal and external audits;
Contribute to the development of sourcing strategies;
Ensure the use of SOPs and tracking sheet;
Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g., issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed;
Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services;
Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements;
Provide inputs for the preparation of procurement plans for Programmes/projects;

Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
Organize procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals;
Perform Procurement Case Manager (PCM) role in Quantum, prepare/close Purchase Orders (POs) and contracts in and outside Quantum/ERPs;
Prepare submissions to the Procurement Review Committee (PRC), as necessary;
Ensure the drafting of evaluation and review committees meeting reports;
Review of procurement processes conducted by the unit; submissions to the Local Acquisition Management Review Committee (LAMRC) and Acquisition Management Review Committee (AMRC);
Administer and establish Long Term Agreements (LTAs) with UN Joint Teams;
Organize travel, including booking tickets and hotels, preparing travel authorizations, processing visa requests, security clearances, identity cards, and other required documents, as well as collecting information for DSA;
Provide logistical and administrative support for conferences, workshops, and retreats, including booking venues, arranging catering, coordinating technical services, and preparing necessary materials;
Update information in E-tender platform as appropriate.

Provide general administration and operations support to the Somalia Office in compliance with UN Women rules, regulations, policies, and strategies:

- Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
- Provide administrative support to maintenance of premises and common services, as needed;
- Maintain filing system ensuring safekeeping of confidential materials, as necessary;
- Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery, supplies and keeping a log of distribution, as required;
- Coordinate assets management in the office, prepare and submit periodic inventory reports, and coordinate physical verification of inventory items;
- Maintain files and records relevant to office premises and related maintenance;
- Record Procurement Administrative Tasks into Operation Tracking sheet;
- Provide administrative support to property management;
- Maintain Administrative filing system and ensuring safekeeping of confidential materials;
- Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;

Coordinate contract management processes for the Somalia Office:

Review and process supplier contracts for the Somalia office;
Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.

Facilitate knowledge building and knowledge sharing:

Provide substantive input and support to the development of training materials, webinars and other education materials;
Organize trainings for the operations/projects personnel on procurement; and
Synthesize lessons learnt and best practices.

Perform other duties within the functional profile (Procurement and Administrative) tasks assigned by supervisor for the efficient functioning of the Office and the Organization.

Competencies :

Core Values:

Integrity;
Professionalism;
Respect for Diversity.

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues;
Accountability;
Creative Problem Solving;
Effective Communication;
Inclusive Collaboration;
Stakeholder Engagement;
Leading by Example.

Functional Competencies:

Knowledge of procurement processes, systems, administrative rules and regulations;
Knowledge in the use of spreadsheets and database packages;
Ability to work well under pressure and meet deadlines;
Ability to administer and execute administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Good IT and web-based management skills.

Education and Certification:

Completion of secondary education is required;
Bachelor’s degree (or equivalent) in Business Administration or related field is an asset;
Procurement Certification from an internationally recognized provider such as CIPS (level 2) is an asset;
Willingness to take UN Women internal procurement certifications is required.

Experience:

At least 6 years of progressively responsible experience in procurement, administration, or related experience;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) is required;
Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Languages:

Fluency in English is required;
Knowledge of the other UN official working language is an asset;
Knowledge of Somali is an asset.

Statements

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.