Functional Title: Field Grants Administrative Assistant
Department: Transition Initiatives for Stabilization (TIS)
Duty Station: Mogadishu, Somalia
Type of Appointment: 6 months under 3rd party contractor with possibility of extension
Under the overall supervision of USAID Transition Initiatives for Somalia (TIS) Program Manager and the direct supervision of the Field Coordinator, in coordination with the Grants Manager, or his/her designee, the incumbent will assist in administration of grants by ensuring proper filing of grants related financial, contract and grantee documents in the field.
Specific Duties and Responsibilities:Maintain secure hard copy files for every ongoing activity in the field, to immediately send scanned copies of all relevant documents and hard copy files when safe to the headquarters-based Grants Unit.Assist Field Team members in preparing necessary grant documentation, including but not limited to, Site Visit Notes, before, during and after Photos, systematic reporting, and needed Grant Amendments.Assist in the compilation of data from the field for preparation of weekly, monthly, quarterly, and annual reports.Review all grantee deliverables and invoices to ensure compliance against contract/agreement and grant budget prior to sharing with headquarters for payment processing.Follow up with TIS Headquarters’ Finance Unit to ensure payments are being processed in a timely fashion after sharing supporting documentation.Manage the office supplies, maintaining a Log Book of materials and use.Perform other duties as may be assigned.
The incumbent will perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure. He/she will accept responsibility for monitoring in full of an activity’s grant documentation.
The minimum required academic and professional skills for the jobholder to perform successfully in their job include:University Degree in Mathematics, Business Administration, Finance or Business related field,Previous work experience in Grants or Finance related field especially on USAID funded projects at least 2 years.Willingness to travel extensively within the region, work extended periods in the field and interact effectively with partners.Experience in initiating and encouraging inter-sectorial information sharing and cooperation, while exercising respect for cultural diversity.Ability and willingness to travel at short notice for at least 33% of time. Highly proficient in Microsoft office (Microsoft Excel, Access, Outlook and Word) and internet applications.Required Skills and Competencies:Personal commitment, efficiency and results-driven, sound organization skills with strict attention to detail.Excellent writing and communication skills, strong interpersonal, inter-cultural skills and ability to work as part of a diverse team.Ability to maintain effective communication with colleagues, both junior and senior and will relate to others mindful of the cultural diversity of local communities and colleagues.Maintain a positive, participatory work environment where information is shared, staff input is considered and a healthy team spirit thrives.Ability to work independently, respond appropriately to environmental, safety hazards and function effectively in emergency situations.Ability to utilize systems effectively to ensure economical use of equipment and supplies.Demonstrated ability to maintain integrity in performing responsibilities assigned.Objective, analytical and capable of working under pressure on tight deadlines; should be willing to work overtime and on weekends when requiredThorough knowledge and fluency of English. Fluency of Somalia is preferred.
Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:
International Organization for Migration (IOM)
Mission in Somalia, Nairobi Office
Human Resources Department
Gitanga Groove, off Gitanga Road
P.O. Box 1810 – 00606
Nairobi
OR
Send by email to: hrsomalia@iom.int
Only short listed candidates will be contacted.
