Somalia: Associate Coordination Officer

Overview of CTG:

• CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries – from the Middle East, Africa, Europe, Asia and Central and South America – we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.
  

Overview of the position:

• Our client supports the successful implementation of its partners’ peace building, humanitarian & development projects around the world. Our mission is to serve people in need by expanding the ability of the UN, govt. & other partners to manage projects, infrastructure & procurement in a sustainable & efficient manner.
• The Peace & Security Center (PSC) is a principal service provider in the field of mine action with multiple UN agencies & govt. of mine affected countries & other mine action partners. The Center is responsible to administer, provide support & oversight of the day to day management of the project field offices, both according to the client requirements & in line with UN rules & regulations.
• Our client is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO) & they are mandated by the UN to ensure an effective, proactive & coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize technical expertise in responding to threats posed by unsecured & unsafe conventional weapons & ammunition stockpiles. As an office within DPKO, supports peacekeeping & special political missions in accordance with Security Council mandates.
• They provide explosive hazard management capacities, including mitigation, to AMISOM as part of a logistical support package. Non-lethal tactical advice & analysis is delivered by Technical Advisers located in each AMISOM Sector Headquarters & at AMISOM Force Headquarters, who support AMISOM planning & operations.
• Our client support includes both enabling (“operate in spite of IEDs”) & response (“defeat the device”). They also supports the Federal Govt. of Somalia, including the Somali Police Force, Somali Explosive Management Authority & National Security Adviser.
• It is headed by the Center Director who has the overall authority & accountability for the performance of the PSC on behalf of its clients.

General Administration:

• Provides substantive & administrative support in managing priorities, information & work flow to Senior Management, through the appropriate processing of all incoming/outgoing correspondence, e mail communications & telephone calls, coordinates & monitors multiple & diverse activities & work processes to ensure that management directives & decisions are properly carried out & products delivered in a timely manner.
• Identify & resolve diverse issues & problems as they arise, determining the appropriate actions.
• Coordinate extensively with service units & liaise frequently with internal team members both at HQ & in the field mission as well as external partners, including govt. officials & members of the diplomatic corps.
• Perform other related administrative duties, as required (e.g., operational travel program, monitoring accounts & payments to vendors & individual contractors for services, physical space planning & the identification of office technology needs & maintenance of equipment, software & systems, organizing & coordinating seminars, conferences & translations).
• Facilitate the preparation for all official functions in close coordination with the Special Assistant & and other service providing units, receive senior delegations, UN, NGOs & diplomatic officials & ensure that all protocol arrangements are in place.
• Manage the calendar & daily program, prepared materials & folders for official business trips/meetings & assisted in coordination of collection of requested information.
• Monitor attendance records, sick leave, annual leave & Rest & Recuperation (R&R), assist with the entitlements claims for the Senior Management.
• Fulfilled daily duties of the Special Assistant in his/her absence or as required.

Human Resources Management:

• Coordinate HR activities (e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training & so on) ensuring consistency in the application of UN rules & procedures. Liaise with central administration/executive services as required.
• Oversee the maintenance of vacancy announcement files & keep track of status of vacancy announcements.
• Coordinate the preparation of language tests, convening of rebuttal panels, organization of a range of promotion & review panels, plus the processing of the various yearly staff personal evaluation reports & forms.
• Review & process personnel actions through the mission Integrated Management Information System (IMIS).
• Advice staff on visa matters & other relevant rules & regulations, coordinate the induction & orientation of new staff members in the mission.
• Provide advice & answer queries on classification procedures & processes.
• Provide information & advice to staff/consultants with respect to conditions of service, duties & responsibilities, plus privileges & entitlements under the Staff Rules & Regulations.
• Monitor staffing tables for a variety of HR activities (e.g., appointments, retirements, expiration of appointments, reassignments, transfers & movement of staff).

Budget & Finance:

• Provide assistance & coordination in the preparation & development of program budget.
• Assist in monitoring budget/work program with respect to various budgets, trust funds, grants & other funds on a regular basis, suggest reallocation's of resources & implement the re-allocations as necessary.
• Collect data from relevant databases & prepare customized financial reports.
• Provide assistance in the review & preparation of the medium term plan & its revisions.
• Review, analyse & assist in the finalization of the cost estimates & budget proposals, in terms of staff & non staff requirements from departments/offices at HQ & in the field, including programmatic aspects, ensure compliance with the medium term plan & other legislative mandates.
• Assist Managers in the elaboration of resource requirements for budget submissions.
• Monitor budget implementation/expenditures & recommend reallocation of funds as necessary.
• Review & verify the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensure that the allotments & exchange rates within the system are updated on a regular basis.
• Monitor extra budgetary resources, including review of agreements & cost plans, ensuring compliance with regulations & rules & established policies & procedures.
• Assist in the preparation of the year end budget performance report submissions.
• Assist in finalization of budget performance reports, analysing variances between approved budgets & the actual expenditures.

Project reporting:

• This role reports to the Project Manager
  

Team management:

• This role does not have team management responsibility.
  

Geographical experience:

• Minimum of 1 years of experience in Africa (essential).
  

Education & Experience:

• Advanced University Degree (Master’s Degree or equivalent) in the field of International Relations, Political Science, Public Policy, Conflict or Security Studies or related field or Bachelor Degree or equivalent Technical or Vocational Certificate, in Administrative Services, Finance, HR, Business Administration or Personnel Management is a requirement combined with 2 years of relevant experience may be accepted in lieu of the Advanced University Degree.
  
• At least 2 years of progressively responsible experience within the UN system or the private sector in the field of administrative services, finance, accounting, HR, audit, or in other related fields, including previous experience supporting the front office of senior office in the UN system field operations (inclusive of peacekeeping, political missions & UN agencies, funds & programs) is required.
  
• Previous experience operating web based UN administrative systems such as UMOJA & FSS is required.
  
• A minimum of one (1) year experience in UN field missions is desirable.
  

Languages:

• Fluency in English (reading, writing & speaking) is required.
  

· Fluency in another official UN language is desired.

Core Competences:

• Strategic Perspective: Develops & implements sustainable business strategies, thinks long term & externally in order to positively shape the organisation. Anticipates & perceives the impact & implications of future decisions & activities on other parts of the organisation.
  
• Partnering: Demonstrates understanding of the impact of own role on all partners & always puts the end beneficiary first. Builds & maintains strong external relationships & is a competent partner for others (if relevant to the role).
  
• Results Orientation: Efficiently establishes an appropriate course of action for self &/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities & takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
  
• Solution Focused: Evaluates data & courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation & creativity to problem solving.
  
• Effective Communication: Expresses ideas or facts in a clear, concise & open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens & proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion & finding common ground.
  
• Leading Self & Others: Expresses ideas or facts in a clear, concise & open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens & proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion & finding common ground.
  
• Integrity & Inclusion: Treats all individuals with respect, responds sensitively to differences & encourages others to do the same. Upholds organizational & ethical norms. Maintains high standards of trustworthiness. Role model for diversity & inclusion.
  
• Agility: Open to change & flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences & modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
  

Other relevant information:

• To be advised.

Candidates interested in applying for this role need to register on CTG website as a candidate and apply for this role using the below link:
https://recruitmentctg.force.com/xcdrecruit__Site_ExternalPositionDetails?id=a111o00000CrUvD