Administrative Associate (Facility Management)

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Administrative Associate (Facility Management)

Vacancy Number: SVN/IOMSO/016/2024

Duty Station: IOM Somalia Mogadishu Office

Classification: General Service Category, Grade G5

Type of Appointment: Special Short Term, Six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 02 July, 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Context:

Under the overall supervision of the Supply Chain Officer and direct supervision of the Supply Chain Officer; the successful candidate will be responsible and accountable for the following:

Core Functions / Responsibilities:

1. Assign accommodation rooms to staff in OP and rooms that are available at 3rd party service providers facilities and coordinate for cleaning, handover/collect the keys and inform relative staff keeping records of the assignments.
2. Conduct regular controls of office premises to identify needs for repairs (including electrical network and light fixtures, water and sewage system, furniture, wall painting, carpentry, garden, and A/C system), and coordinate with supervisor to conduct necessary improvements and upgrades, and coordinate with the 3rd party service provider(s) to ensure Mogadishu Office and Accommodation space maintenance requirements are completed in a timely manner.
3. Coordinate with the 3rd party service provider(s) to ensure catering is provided in a timely manner on the OP cafeteria and to handle all related matters, in addition to coordinating in-house catering for meetings in OP especially the ones related to COM and DCOM meetings.
4. Coordinate with office and accommodation cleaners on all cleaning-related activities and report any issues to the 3rd party service provider(s).
5. Maintain stock of office consumables and keep updated records. Coordinate with the supervisor for the timely replenishment of the stock.
6. Verify that the office generators are operational and maintenance services are conducted at a scheduled time and ensure regular fueling of IOM generators and stocking of needed fuel.
7. When required, assist the staff with the movement of office equipment and furniture, and re-arrangement of office spaces.
8. Verify the drinking water supply of designated office and accommodation locations. Establish a stock of drinking water that is replenished in a timely manner.
9. Follow-up on invoices and monthly payments of the premises (3rd party maintenance services, catering, rent, electricity, gas and water, etc.).
10. Perform other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree, in Purchasing and Supply management, Logistics or Business Administration or related field from an accredited academic institution with three years of relevant professional experience ; or
• High school degree from an accredited academic institution with five years of relevant professional experience

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Proven experience in managing facilities and utilities contracts and payments and ensuring compliance with the organization’s policies and procedures.
• Strong ability to work independently and under pressure, and to cope with a dynamic and complex operational environment.
• Excellent communication and interpersonal skills, and ability to liaise effectively with internal and external stakeholders.
• Proficiency in Microsoft Office and other relevant software, and willingness to learn new tools and systems.

Languages

For all applicants, fluency in English and Somali is required (oral and written).

Knowledge of Arabic is an advantage

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent, and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected, and fairly treated.

Core Competencies – behavioural indicators level 1.

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge continuously seeks to learn, share knowledge, and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.

Other

Any offer made to the candidate in relation to this special vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered.

In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and a work permit, as applicable.