Federal Republic of Somalia

Ministry of Labour and Social Affairs

Job Description for the Administrative Assistance

1. Background and Objective of the Assignment

An Administrative Assistance is required to support the Federal Government of Somalia (FGS) in the implementation Skill for Employability, Inclusion and Productivity (SEIP) Project funded by the African Development Bank (AfDB). The project development objective of SEIP is to strengthen technical and vocational skills development to enhance employability and contribute to inclusive growth. Therefore, the main focus of the project will be to support reviving of TVET sub-sector through rehabilitation of training facilities, institutional and sector governance capacity building.  The Project is expected to increase the pool of skilled workforce especially the youth and increase the opportunities for their employability in the labor market or self-employment.  The other benefits would be producing graduates with skills in climate resilient relevant fields and contribute to low carbon emission and green growth.

Project Overview

MoLSA has secured a grant from the African Development Bank to be applied towards implementation of SEIP Project over a four-year period.

Project beneficiaries

The SEIP is expected to target 1,200 youth from the most vulnerable communities in Mogadishu.

Implementation arrangements

All components of the Project will be implemented by MoLSA through a PIU embedded within the Ministry of Labor and Social Affairs in Mogadishu. The PIU will support the day-to-day project activities.

The Federal PIU will be headed by a Project Coordinator, and will include an Administrative Assistant, TVET Expert, Procurement Specialist, Financial Specialist and Gender and Inclusion Officer. Other staffing of the PIU will depend on the need, content, and the scope of the procurement and work plans.

2. Scope of Work and Expected Deliverables

Specific duties of the Administrative Assistant will  include:

• Provide all necessary administrative, planning and organizational support to the PIU;
• Assist Project Implementation Unit to schedule meetings and appointments, prepare agendas, take minutes of meetings and follow-up and make arrangements for different program related activities, as needed;
• Assist the PIU in developing annual, quarterly, monthly, weekly work plans;
• Take accurate phone messages, ensuring they are routed in a timely manner to the appropriate person for response;
• Assist organizing meetings, workshops, seminars and general activities or events;
• Prepare emails, reports, memos, letters, presentation and other documents, using word processing, spreadsheet, MS power point, database, etc.;
• Draft ad-hoc progress reports and thematic reports if required;
• Assist in editing and formatting reports/presentation using Microsoft Office Applications.
• Provide basic research support.
• Organize travel arrangements, hotel reservations and other logistical support and stakeholders inside and outside Somalia;
• Provide guidance and update to the Project Coordinator on administrative processes and procedures to undertake necessary activities;

• Develop and maintain PIU Office filing system and continuously update the files, and keep track of documents;

• Assist Project Coordinator and PIU Members to participate in all joint implementation and supervision missions, monitoring missions, and project related workshops, consultations, meetings as required conducted by Project Partners;
• Carry out any other tasks assigned by the Project Coordinator.

3. Qualification Requirements

The candidates should have the following desired qualifications:

• Bachelor’s degree in one of the following areas: public administration, business administration, social work, management, or any other relevant fields;
• At least 3-5 years of relevant professional working experience in the Public Service or Private Sector performing administrative and clerical work is required;
• Proficiency in Microsoft Office applications (Word, Excel, Power point, Outlook, Microsoft Project.
• Excellent analytical and problem diagnosis skills and the ability to break down problems and work through solutions.
• Excellent organizational skills, ability to prioritize work and work in a flexible manner to meet changing deadlines
• Demonstrated high level administrative skills and ability to work independently and produce high quality work with minimal supervision.
• Demonstrated high-level teamwork abilities and an aptitude for working in teams.
• Strong professional verbal and written communication skills in English and Somali.

4. Reporting Requirements and Time Schedule for Deliverables

Duration of Assignment: The Administrative Assistant shall be contracted for an initial one-year period, will be extended yearly basis on performance based.

Reporting: The Administrative Assistant will report to the Project Coordinator of the Ministry of Labor and Social Affairs. In addition

Work plans: The assignment will be managed through a work plan process allied to the quarterly program work plan. The Administrative Assistant will need to be available for quarterly project review meetings in and out of the Country

Language: All reports and other documents shall be submitted in English.

Duty Station: The Administrative Assistant will be based in Mogadishu within the Ministry of Labor and Social Affairs; and will travel as required.

Deadline for submission: Interested and Qualified Candidates are accordingly Invited send a cover letter and Resume as two separate PDF Document not later than 21^th January 2023, to: seipprocurement@molsa.gov.so. Make the subject title “Administrative Assistant” of the position.