Somalia: Executive Assistant

Organization: Government of Somalia
Country: Somalia
Closing date: 21 Aug 2018

SOMALIA STRENGTHENING INSTITUTIONS FOR PUBLIC WORKS PROJECT (SSIPWP)

Executive Assistant

Terms of Reference

Position: Executive Assistant

Department: Minister’s Office

Reporting to: Minister

CIM Level: A4

Duration: 30 Months (depending on continued budget availability and need for the position as well as satisfactory or better performance evaluations)

Duty Station: Ministry of Public Works, Reconstruction and Housing (MPWR&H)

About MPWR&H

The Federal Ministry of Public Works, Reconstruction and Housing is responsible for managing, building and rehabilitating federal government buildings and the infrastructure of the country. The Ministry has always been the custodian authority of all infrastructures, buildings, bridges, highways and roads, land plots, land tenure, national infrastructure policy, urban planning and topographic and cartographic research in Somalia.

The Ministry is committed to deliver its mandate and functions in a transparent, accountable, effective and efficient manner. The Ministry is also committed to recruit a diverse and inclusive civil service work force that aims to best meet the needs of all Somali citizens.

Somalia Strengthening Institutions for Public Works Project (SSIPWP)

The SSIPWP project is the centre piece for building the capacity of the Federal Ministry of Public Works, Reconstruction and Housing (MPWR&H) and the recently established state-level Ministries and the Banadir Regional Administration (BRA) by developing more effective, efficient, inclusive and accountable institutions for public works and infrastructure.

The SSIPWP project is funded by the African Development Fund (ADF) and the Transition Support Facility (TSF) of the African Development Bank (AfDB) and implemented through a Tripartite Protocol Agreement between the Somalia Federal Government, African Development Fund and the United Nations Office for Project Service (UNOPS).

The purpose of the SSIPWP project is improve the capacities of MPWR&H, State-Level Ministries and BRA responsible for public works to enable them independently plan, manage and oversee infrastructure construction projects and maintenance of public works (Project Appraisal Report, 2016).

Purpose of the position

o Provides support to Minister at Ministry of Public Work, Reconstruction and Housing in terms of scheduling, correspondence, human resources, and meetings. Takes responsibility and ownership of Minister’s Office, supports project management team, ensures compliance with deadlines, and prepares, edits, revises and stores documents and files.

o Administrates the operations within the Minister’s office and maintains the services of bookkeeping, answering of phone and e-mails, publications, and correspondence.

Scope of Services

Reporting to Minister or any person assigned by the Minister, the incumbent is responsible for:

o Providing office management services to the office H.E. Minister of the PWRH this includes maintaining office services efficiency and maintaining office records.

o Provide support to minister and his front office, assisting in daily office needs and managing the minister’s general administrative activities.

o Developing and maintaining a filing system in the minister’s office.

o Up-dating and maintaining the minister’s office protocols and procedures

Duties and Responsibilities include but are not limited to:

o Organize and schedule meetings for the minister.

o Prepare meeting agendas, perform research for meetings, and take minutes during meetings

o Manage travel arrangements, including flights, transportation, and lodgings for Minister and other staff members as assigned by the Minister.

o Maintain office correspondence, including E-Mails, calls and receiving post and maintaining MPWRH social media presence with regards to the Minister’s activities.

o Perform reception duties such as answering phones where necessary at office.

o Manage the diaries and schedules of the Minister.

o Communicate with Minister, schedule Meetings, and arrange meeting agendas

o Liaise with Staff and other guests

o Organize media appearances and events

o Solve problems and contact the MPWRH departments when necessary

o Maintain filing system, ensuring processes and software are up to date and in working order

o Manage assignments receive from the Minister and follow-up with team members where required

o Maintain a strong working relationship with other relevant departments, including the DG.

o Liaise with other staff members on behalf of the Minister

o Any other duties assigned by his/her Supervisor

Required Qualifications Experience and skills

o Master’s Degree in Business Administration, Business Management, Education Administration, or related field;

o At least 4 years of professional work experience in a relevant business or environment

o Excellent organizing and communication skills;

o Demonstrated competence in the use of Microsoft Office;

o Excellent communication skills (listening, reading, writing and speaking) in Somali and English.

How to apply:

o Interested Somali candidates who meet the criteria above are encouraged to send their application letters and detailed CVs to hr@mpwr.gov.so, Closing date by 21st August, 2018 @5:00pm.Kindly indicate “**Executive Assistance MPWRH & VAno 0018/18**– Mogadishu, Somalia” on the subject line when applying.

o Qualified Female candidates are highly encouraged to apply.

o Only shortlisted candidates will be contacted.

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