Job Summary :

The main purpose of this position is to manage all aspects of general office administration, Asset/ materials Management, Flight and cargo bookings, equipment management and maintenance, office supplies and all petty cash procurement relating to guesthouse and office running. The position is to provide efficient, quality and timely support services within the remit of this job.

The incumbent works closely with the other programm support staff in Kismayo, to achieve the operational goals of the organisation and ensure compliance with CARE USA and Donor rules and regulations in the above areas.

Specific Responsibilities :

Property and asset management :

• Assist in monitoring the proper usage, safe custody and movement of sub office equipment and supplies, ensuring that proper records are maintained  ;
• Assist in following up on repairs/ maintenance of equipment, ensure timely repairs and proper record keeping of the repairs/maintenance ;
• Keep and maintain proper inventory of Sub office assets and supplies including those of projects under the sub office ;
• Ensure that periodic physical counts are conducted as per policy and sign off on the physical counts are obtained ;
• Ensure that all property documentation is timely updated and maintained i.e. transfer forms, disposal forms etc ;
• Follow up on property disposals and ensure that they are carried out in accordance with the Property Management guidelines and that appropriate approvals are obtained ;
• Ensure all property held by separating staff are handed back ;
• Ensure CARE property is properly handled, stored and adequately safe guarded.

General administration :

• Ensure proper understanding and adherence to donor and CARE rules and regulations and that all administrative processes are completed timely and have sufficient and accurate supporting documentation ;
• Ensure that supplies are received and cleared with customs as appropriate ;
• Prepare summary of electricity, water, telephone bills for payments ;
• Deal with all organizational and logistics requirements pertaining to workshops, meetings and consultant visits ;
• Organise dispatch of goods and equipment as per requirement, ensuring that documents accompanying dispatches such as packing lists and waybills are correctly filled and signed ;
• Assist in organising necessary customs documentation required to facilitate receipt and transportation of supplies ;
• Line manage the Office Assistant and Cook ;
• Ensure that there is a proper filing system that is maintained regularly with records kept properly and updated frequently

Staff air travel :

• Responsible for transportation of staff and visitors between Nairobi, Somaliland and Puntland in collaboration with those who does the same activities in Nairobi and Garowe. This includes all personnel flight bookings ;
• Oversee all flight bookings for staff/visitors/cargo for the sub office, ensuring that this is done in a timely and efficient manner and that staff and other offices are informed accordingly on such bookings and ETA details ;
• Ensure that all logistical and administrative support is in place well in advance for those that departs and for those that are arriving (documentations, visas etc, a well conditioned car is hired, SPUs are organised 48 hrs in advance, communications facilities are in place, etc).

• Ensure that staff and visitors are appropriately accommodated. This shall including making accommodation bookings at the CARE guesthouse and hotel bookings in Mogadishu and liaising with the responsible persons in other sub-offices to ensure that accommodation of those travelling are arranged ;
• Day to day management of the guesthouse including direct Supervision of cleaners and cook ;
• Ensure that all the Guesthouse needs are attended to in advance, e.g. water shortages, power shortages, supplies shortages, cleaning, repairs and maintenance works, food preparations time is respected, Kitchen needs are attended to accordingly, informing of the cooks the number of staffs staying in the guesthouse in advance (on daily basis) etc ;
• General office cleaning and arrangement ensuring that staffs are able to work in a clean, aerated, lit, well arranged and conducive working environment. Ensure that the office is free from cables crossing the floors and any other objects which may cause occupational hazard to staffs ;
• Ensure that the ground and the entire office/ guesthouse compound is maintained and kept clean.

Transport management :

• Responsible for the transportation of parcels/cargo at the sub office level ;
• Responsible for the transportation of project supplies between Nairobi, Hargeisa, Garowe, Muqdisho, Galkacyo/Galmudug and other sub offices ;
• Confirm the receipt of all goods and material to handing them over to the Office Assistant ;
• Ensure availability of appropriate First Aid Kits in vehicles with non-expired contents.

General responsibilities :

Any other duties as assigned by the Supervisor .

Required qualifications :

Education/Training  :

Bsc in administration Management certificate/Diploma in Administration management

Experience :

• At least two years experience and exposure to Administration environment in a similar setting ;
• Technical Skills and Core Competencies ;
• Thorough understanding of the emerging legal environment and the workings in Somalia ;
• Excellent analytical, negotiating, communication skills: skillful and creating relationships at government level ;
• Initiative and problem solving skills ;
• Honest, diplomatic and of positive attitude ;
• Ability to take initiative where appropriate to deal with difficulties encountered in daily work ;
• Ability to adapt or change priorities according to the changing demands of the job ;
• Desired

Knowledge of Somalia/ Somaliland workings and contacts :

Internal contacts :

• Overall reports and is accountable to the Head of Office ;
• Program support staff – Garowe, Hargeisa, Muqdisho, Galkacyo/Galmdg and Nairobi ;
• Country Office Program Staff.

External contacts :

• Vendors ;
• Government Agencies.