Head Field Office Assistant

Duty Station: Garowe

Post Category: Officer Level

Group Category: 1

Salary scale:

Reporting Line:

The Assistant to the Head of Field Office (HoFO) will report to the HoFO.

Main Tasks and Responsibilities:

· Carry out and assist with relevant administrative tasks, including the maintenance of relevant administrative forms, databases and rosters;

· Contribute to the analysis of the political and social context in Somalia and the Horn of Africa region;

· Assist the HoFO on external and internal communications;

· Maintain regular contacts with local authorities, governmental organizations, non-governmental organizations or other external counterparts where it concerns the execution of the Mission Mandate in order to collect and disseminate information;

· On behalf of the HoFO liaise with all departments within the Mission;

· Plan, prepare and support meetings with local authorities and other Somalia actors;

· Accompany the HoFO as required to meetings and events, take minutes when requested and make necessary preparations;

· Establish and maintain the FOG contacts database (appointment, phone numbers/email addresses);

· Maintain the Law Enforcement Agencies’ Training and Courses database;

· Be prepared to represent the HoFO at appropriate venues and functions;

· Prepare the minutes of internal Field Office meetings;

· Assist in the translation of administrative documents;

· Ensure the follow-up of relevant administrative dossiers; tax exemption clearances and Visa applications to ensure successful and timely Visa processing;

· Provide researched advice on relevant media publications where these may affect the Mission;

· Monitor and report security issues to the HoFO and MSO and assist both in the analysis of information;

· Perform and carry out other tasks or duties required or requested by the HoFO;

· Support the other Mission Members within the FOG where possible/when available;

· Be prepared to act as interpreter and translator;

· Assist in security response actions for local staff.

Essential Qualifications and Experience:

· Successful completion of university studies of at least 3 years attested by a diploma (undergraduate level);

· The qualification should be Human Resources, Administration, Business, Politics or equivalent;

AND

· After having fulfilled the education requirements, a minimum of 3 years of professional experience in administration.

Essential Knowledge, Skills and Abilities:

· Strong organizational skills that reflect an ability to perform and prioritize multiple tasks in an energetic environment with multiple priorities;

· Ability to work effectively under pressure, in difficult circumstances, as well as ability to communicate with persons at all operational and strategic levels;

· Proven interpersonal skills and the ability to establish and maintain effective working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;

· Exemplary writing and editing skills, with proficiency in Microsoft Word, PowerPoint, Excel, Outlook, and the Internet;

· Excellent communication and analytical skills in both written and spoken English and Somali language;

· Teamwork orientated;

· Strong sense of confidentiality and discretion.

Desirable Qualifications and Experience:

· A Master Degree in Political Science, International Relations, Law, Economics) OR Business Administration/Management;

· Diploma or certificate in English Language skills, in both translation and interpretation, for example IELTS certificate or equivalent academic or professional training, evidenced by a certificate;

· Previous professional experience working in an international organization;

· Knowledge of European Security Defence Policy (ESDP) Missions and EUCAP activities in Somalia;

· Additional language skills are desirable;

· Good presentation skills;

· Ability to work without supervision, complete assigned tasks within strict deadlines and consistently maintain quality and accuracy in performance of duties;

· Able to maintain a clean, safe and hazard free working environment. Meticulous time keeping, and, ability and willingness to work additional hours if required.

Special Note:

Mandatory requirement to pass security clearances and medical checks (being able to wear Personal Protective Equipment (PPE).