Somalia: Somalia Operations Coordinator

JOB TITLE: Somalia Operations Coordinator

GRADE: TBC

TEAM: Africa Team

REPORTS TO: Somalia Operations Manager

LOCATION: Mogadishu, Somalia

CLOSING DATE 22/05/2018

JOB CONTEXT & PURPOSE

Primary responsibilities:

To manage office, administrative, accommodation, vehicle and logistical duties in support of ASI project teams in Mogadishu, Somalia. The role is multifaceted and requires a flexible and proactive approach to ensure that activities are effectively delivered in a timely fashion. The Adviser will be based in the ASI office in a compound on the secured Mogadishu International Airport (MIA) site.

General Responsibilities:

In addition to those outlined above, all members of project team also have the following responsibilities:

1. To share information openly within the project team whether it be technical information or insights into the project’s political and security context.
2. To at the same time respect the confidentiality of all discussions within the team unless it is explicitly agreed by the Team Leader or Project Manager that the content of those discussions can be shared with external parties.
3. To contribute to the reporting of the project’s progress by ensuring that all their own activities and the activities of the centre’s staff under their supervision are recorded accurately and on time using clear indicators/metrics agreed in advance with the Team Leader and Project Manager.
4. . To avoid any action that might put those reputations at risk or undermine the project’s relationships with its counterparts or donors.
5. To contribute to the identification, monitoring and mitigation of all forms of risks to the project’s success, including technical, political or financial risks.
6. To coordinate with international partners under the direction of the Team Leader.
7. To ensure the integrity and accuracy of the project’s financial and procurement systems, and to inform the project manager of any financial risks as soon as possible.
8. To ensure value for money is maximised in all forms of project expenditure, in terms of both costs directly incurred by the adviser and by wider project activities.
9. To ensure they have a full and accurate understanding of ASI’s security policies, to adhere to those policies themselves, and to inform the project manager of any non-observance of those policies by other members of the team. **

KEY RELATIONSHIPS

Internal (with ASI staff and Associates)

· Line Manager (Somalia Operations Manager)

· ASI Project Directors and Project Managers

· Programme teams

· ASI Somalia Country Coordinator

· ASI Africa & London Finance Team

· ASI Africa Administration and operations team East Africa security team & Somalia security team for Duty of Care support and queries

KEY TASKS

Specific Duties:

1. Carry out general office management duties, including procurement, inventory, office standards and maintenance of office supplies, equipment, welfare goods and general environment.
2. Manage accommodation bookings and co-ordination for ASI project staff and advisers. This includes the updating of the accommodation plot to ensure clear knowledge of room capacity, in addition to liaising with the accommodation provider over financial arrangements, maintenance and the organization and booking of all facilities subject to requirements.
3. Co-ordinate and manage ASI assets, to include but not limited to office and project allocated equipment, vehicles and all technical assets. This is to be carried out with liaison to the Finance Officer; meeting all reporting needs each cycle.
4. Manage fleet of ASI vehicles, liaising with local providers on MIA to ensure maintenance and fueling agreements are appropriate, cost-effective and adhered to. In include tracking and reporting of use, repairs, efficiency and issues.
5. Manage visa and permit applications for ASI personnel and visitors in a timely manner, liaising with Immigration departments, facilitators and tracking applications and issues. Communicate with Staff and travel coordinators accordingly.
6. Prepare and maintain all log sheets, reports and tracking systems relating to these ToRs.

7. Coordinate travel arrangements for ASI staff and advisers. Maintain links and coordinate flight, hotel and taxi bookings with Nairobi and London offices for international, regional and internal travel, and collect incoming staff at UN terminal on MIA.

8. Ensure logistical support to all staff within MIA, meet and greet services, daily travel assistance and preparation of relevant PPE and communication equipment; provide briefings for staff and visitors.

9. Support local national staff on ASI projects as required, including pick-up and drop-off within MIA.

10. Liaise with local suppliers which support ASI office and training functions in tandem with ASI local logistics and liaison officer.

11. Liaise with UNSOS, AMISOM and the federal Government of Somalia on clearance, permits and licencing pertaining to Company activities in Somalia. Assist with wider logistical support on projects where needed.

12. Support the Country finance teams as necessary to ensure clear adherence to financial procedures.

13. Undertake other general administrative functions as required.

The Adviser will report to the Country Manager when appointed.

Clarifications to these terms are expected to be discussed and jointly determined by the Adviser and Country Manager, and added to this ToR

REQUIRED EXPERIENCE AND QUALIFICATIONS

· A post-graduate degree in Economics, Business Administration, Social Sciences or equivalent

· 2 to 5 years of relevant professional experience.

· Experience in fragile states.

· Experience in Sub-Saharan Africa/horn of Africa.

· Enthusiasm and flexibility. Positive, solution-oriented, can-do

Interested candidates who meet the above criteria must submit a detailed CV and application/cover letter, with three professional referees to Recruitment.Africa@adamsmithinternational.com indicating “Operations Coordinator” on the subject line of your email.

Applications addressed to the Project Manager must be received on or before 22nd May, 2018.

Only shortlisted candidates will be notified.