ADMINISTRATION ASSISTANT

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JOB DESCRIPTION 
Position:                                ADMINISTRATION ASSISTANT (PART TIME)
Location:                                MOGADISHU
Organisation Background
Founded in 2011, the International NGO Safety Organisation (INSO) is a British charity that supports the safety of aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services including real-time incident tracking, analytical reports, safety related data and mapping, crisis management support, staff orientations and training.
INSO supports NGOs with their day-to-day risk management responsibilities and improve their overall situational awareness to support evidence-based humanitarian access decisions.
The organisation has grown from innovative start-up to become a globally recognized charity and a valuable component of the humanitarian safety coordination system.
Today the organisation provides daily support to more than 850 NGOs in eleven of the world’s most insecure countries and has earned a strong reputation for performance, principles & professionalism.
INSO Somalia
INSO Somalia seeks to address the growing challenges of safety in the NGO community in Somalia/Somaliland through the provision of specialized, coordinated and focused safety management support. It recognizes the insecure operating environment all NGOs face in Somalia/Somaliland and the collective value of enhancing safety preparedness and support.  The project provides the NGO community with its own safety focal point and tailored safety support services through 3 main services: Research & Analysis (provision of regular reports, safety risk assessments and briefings); Capacity building (provision of various trainings); and Response (provision of support to crisis management in response to critical incidents).
Job Summary
Reporting to the Safety Advisor (SA), the Administration Assistant will support administration and Logistics related tasks as well as finance tasks and adhere to INSO Policies and procedures on part time basis.
Key Responsibilities

Administration & Logistics
Local procurement: ensures that goods and services are procured at a good value for INSO and following INSO’s procurement policies. Ensures good working relations with main suppliers.
Travel arrangements: supports travel arrangements, including (but not limited to) facilitating staff visas for INSO staff visiting South Central and organizing flight and hotel bookings when required for staff local travel
Office maintenance: Ensure offices premises and equipment are in good shape and properly maintained (plumber, electricity, minor works). Follows up the consumption and due payment of utilities, immediately flagging to the Safety Advisor any issues or areas that need to be addressed.
Asset follow-up: Maintain and update the inventory list as per INSO requirements.
Support to HR management: In close collaboration with the Safety Advisor and the Administration officer in Nairobi,the Admin Assistant shall:(1) Record all INSO South central staff leaves and absenteeism; (2) Ensure all INSO South central staff have staff IDs; (3) Ensure that the staff regulations are known to all INSO South Central staff; (4) Liaise with the healthinsurance providers as needed; (5) Ensure that the staff timesheets are properly filled and sent by email to the Administration officer every month for all INSO staff in South central.
Others: Support other admin-related work related to INSO operations in South Central, as requested by his/her hierarchical supervisor.

Finance

Payments:

Ensures that all payments are prepared in time and in accordance with INSO financial guidelines, with all expenses properly authorized before payment.
Ensures that all bills are acquired and presented for payment on time.

Accounting:

Carries out daily booking of all transactions and reconciliation of cash balances and bank balances.
Maintains the Financial filing system in accordance with INSO guidelines
Carries out reconciliation of advances monthly giving justification for pending advances.

Reporting:

Carries out bi-weekly and monthly reporting to the Finance officer providing fully reconciled reports detailing income, expenditure and cash/ bank reconciliations.
Ensures all vouchers i.e. petty cash, payments and advances are scanned and sent to the Finance Officer monthly.

Qualifications & Experience

Languages:

Somali (working language): mother tongue.
English (working language): fluent, both speaking and writing.

Computer skills:

Very good knowledge of Excel, Word and Microsoft Outlook.

Academic Background:

Completion of Secondary School mandatory, with excellent grades in Maths.
Formal studies in administration/finance will be considered an asset.

Work Experience:

This is a junior position. Work experience is not a must, but previous experience in Administration and/or Finance will be considered an asset. Similarly, previous experience with NGOs are an asset.
Key Personal Competencies

Attention to detail, Precision, Ability to not make any mistakes while entering data.
Honesty and integrity. The holder must exercise a strong work ethic and take responsibility for his/her own actions
Ability to work under pressure.
Capacity to plan and manage your own time effectively.
Ability and eagerness to learn.
Capacity to work effectively and efficiently with minimum supervision.
Flexibility with respect to working hours and tasks.
Team work

CLOSING DATE:28THFEBRUARY  2019
International NGO Safety Organization (INSO)- www.ngosafety.org is seeking a qualified and experienced individual to join our team as Administration Assistant(Part Time)to be based in Mogadishu.
This position is open for Somali Nationals ONLY.
Reporting to the Safety Advisor (SA) South Central, the Administration Assistant will:

Handle local procurement
Make local travel arrangements
Ensure Asset list is up to date
Support Human Resource Management tasks
Prepare payments
Prepare various accounting reports as requested

How to Apply
Interested and qualified candidates are requested to send the following to jobs@som.ngosafety.org before 28THFebruary 2019and reference Administration Assistant -Part Timeinthe subject line of the email.

Cover letter specifying how you meet the mandatory requirements, your motivation in applying and what you hope to bring to INSO (1-page maximum).
An updated CV (2-page maximum).

Note

Only shortlisted candidates will be contacted
Please DO NOT send any additional information (certificates, other writing samples, etc.) and keep the total size of your application under 2MB if possible.
INSO does not accept or request for payment for any job

INSO is an Equal Opportunity employer




SOURCE:   ADMINISTRATION ASSISTANT

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