PROGRAM ASSISTANT – BAIDOA, SOMALIA

PACT

Job Type

Full Time

Location

Baidoa

Description :

Promising Career Opportunity

 Promising Career Opportunity

PROGRAM ASSISTANT – BAIDOA

Pact Inc. has been operating in the Horn of Africa for over 25 years, implementing a number of projects with local CSOs across a variety of sectors. These projects, implemented in partnership with local CSOs, have included but are not limited to: good governance cross-border peacebuilding, community conservation, health and HIV/AIDS, women’s empowerment, artisanal gold mining, and natural resource management. At the foundation of all of these projects is Pact’s capacity development approach.

The Expanding Access to Justice (EAJ) program, funded by USAID under the Human Rights Support Mechanism (HRSM), focuses on increasing awareness and general knowledge of legal rights, human rights, and options for recourse, especially for Somali women, youth, and marginalized groups. It responds to citizens’ needs by supporting civil society and justice actors in sustainably improving the quality and scope of legal services. The program’s aim is to ensure that individuals and communities, especially women and marginalized groups, obtain a rights-based resolution of their justice issues. The program is implemented by Pact and the American Bar Association Rule of Law Initiative (ABA ROLI).

EAJ is looking for a creative, savvy, high achiever with an outstanding record in operations and program delivery, especially within an international development context to support the project. This Program Associate role provides an excellent opportunity to work on both administrative and operational aspects of program delivery. At the same time, the role will involve bolstering the capacity of other EAJ partners with a view to enabling clearer, more coherent messaging across the program. This is a 1-year role with the possibility of extension.

Specific objectives and activities will include:

Based in Baidoa, the Program Associate works in close collaboration with EAJ service units including local partners to ensure the program is effectively implemented to achieve expected results.

Provide administrative support to the EAJ service units:

• Efficiently and effectively coordinating staff and visitor travel logistics by:
• Arrange for staff and visitor’s airport pickups and drops in Baidoa and other locations in Southwest State of Somalia
• Plan and coordinate accommodation bookings for staff and EAJ events participants traveling to and within Southwest State territory.
• Assist in visa processing and local permits for staff and consultants if required Assist in booking flights and amending flight reservations.
• Oversee office maintenance and related services such as electricity, water, internet and telephone.
• Support the preparation of service providers’ contracts and ensure the contracts are monitored objectively for termination and renewal
• Ensure time preparations of support documents for supplier payment is done
• Ensure supplier database is updated
• Support the implementation of consistent EAJ templates and tools across the various programs
• Support grant administration processes along with the Grants Officer and ensure all grants processes are in accordance with the approved grant manual
• Assist the grant officer in compiling all required supporting documents of potential partners for registering into the system
• Keeps track of grantees reporting schedule and ensure all required reports are per agreement and are submitted on timely manner.

Support the coordination of work and implementation focusing on the following:

• Support in processing contracts for STTA Consultants and monitor the implementation and management of the contracts
• Maintain up to date files and alert the management of action needed to be taken
• Coordinate with HR for ensuring administrative aspects of new hires are processed.
• Coordinate the transmission of suppliers, contractors, STTAs etc. for effective and efficient services delivery
• Initiate the process of obtaining signatures and approvals of documents
• Assist in the organization program events and visits and coordinate with other target beneficiaries, stakeholders and partners interested.
• Assists the development of budget plans for EAJ events and activities Support logistics and procurement:
• Arrange transportation of goods, supplies and equipment and ensure that the goods are securely packaged and loaded to prevent damage during transportation
• Supervise the fleet usage and ensure an efficient use of vehicle utilization process
• Support the fleet in charge in vehicle allocation and usage among EAJ program staff
• Track and confirm the delivery of stock to their final destinations
• Assist with the setup of an efficient office filing system
• Track and maintain an updated office assets registrar and maintained including asset management, logistics records and file paperwork including asset register, purchase orders, receipts etc.
• Organize conferences, workshops, training events and meetings happening in Southwest State of Somalia
• Support the preparation of written documentation, filing, note taking, arranging meetings etc.
• Assist in developing procurement plans and keep tracking all procurement records/plans
• Support the office with procurements by completing administrative duties as directed including identifying suppliers, obtaining quotations from local suppliers in an efficient and timely manner, preparing Purchase Request Forms and Local Purchase Orders, collecting goods, dispatching goods and organizing transportation where required,
• Purchase, manage and control the storage of office supplies, stocks, and other office materials
• Ensure that any incoming items match the LPO and advice service providers of any expectations and issue of good received
• Assist in managing and updating the prequalified suppliers
• Ensure Pact and donor procurement policies/ procedures are always followed by the implementing partners. Perform other duties as required

Competences/Skills:

• Demonstrates well-developed interpersonal skills,
• Strong interpersonal and communications skills
• Negotiation skills
• Excellent interpersonal and teamwork skills
• Computer skills (Word, Excel, databases)
• Self-motivated, flexible and enthusiastic approach to work

Qualifications and experiences:

• University degree in Business Administration or relevant area
• At least 3 years professional experience in the development sector
• Experience in logistics and procurement
• Professional proficiency in spoken and written Somali and English.

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