Somalia: Logistics & Administrative Expert, Mogadishu

Position Information· Post Title : Logist**ics** and Administrative Expert**,** Mogadishu

Type of Contract : Short-term Contract

· Duration : 3 months (with possibility of extension)

· Duty station : Mogadishu

1. Organizational ContextGiven the nature of ever changing threat allied to the need to continually be aware of how we, individually and organisationally, respond to risks, the ILO and its constituents want to review logistical and administrative set ups for offices and related working practices.

ILO presently does not have set premises in Mogadishu; seen as a requirement if the Somali People are to be supported technically with regard to the creation and development of decent work opportunities for them.

Further, the tripartite structure of the ILO entails concerted engagement with all constituents and this will require a structured approach enabling all personnel working on behalf of the wider Somali population to work with a sense of wellbeing enabling them to focus on the delivery of decent work. To this end, premises and working practices amongst constituents will also be assessed; evaluated and thence working practices evolved noting recommendations from this review.

Starting in November, the Logistical and Administrative Expert will be expected to undertake the following tasks feeding back initial findings within one month and completing in-depth work before the end of January 2016. The consultant is expected to utilise their analytical, networking, programmatic and administrative skills and experience to achieve the desired facilitation.

2. DUTIES AND RESPONSIBILITIES

2.1. Identification and establishment of office and accommodation space

· Undertake a detailed operational analysis with options for the development of permanent office and accommodation space in Mogadishu to accommodate ILO international, national staff and technical experts contracted by ILO on a permanent as well as short term basis. This to meet MOSS and MORSS compliance.

· Identify, negotiate terms of engagement and accelerate temporary office set up for ILO national staff in Mogadishu through rental of independent office space or co-locating with UN-Sister Agencies (preferably within AMISOM protected zone) by taking advantage of the facilities and support services of a well-established office while the identification and establishment process of a permanent office and accommodation space is being finalized.

· Based on the different options proposed /recommended for office set-up, determine and develop detailed costing and implementation timeline required to establish and put a permanent office in to operation.

· If building an independent office and accommodation space is an option available, coordinate and, in consultation with the Programme Officer Mogadishu and Chief Technical Advisor, undertake negotiations with relevant authorities to acquire land space within MIA. Undertake initial planning and design in collaboration with ILO civil engineering experienced colleagues and develop detailed BOQ.

· Deliver the logistical analysis, noting safety, security and wellbeing concerns, for colleagues recruited through ILO constituents and working on a regular basis in Governmental, Parastatal or Civil Society Organisations (notably Business and Worker groupings)

· All buildings to be assessed, working practices detailed and critiqued noting the risk and mitigation measures in each case.

2.2. Administrative Support : Under the guidance and supervision of the ILO Programme Officer Mogadishu

· Backstop the staff and visiting technical personnel undertaking missions during the period of contract

· Provide programming and administrative support services needed by the ILO internal team and external collaborators engaged by the ILO such include accommodations, convoy mission arrangements and other logistical facilitation

· Critique and report on facilities which can be used by personnel noting the MOSS issues and related security and safety concerns for all personnel working on behalf of the decent work agenda

· Follow-up with office and partner shipments and supplies including custom clearance and updating inventory

· Provide support in sending and receiving pouch and notify recipient office of the contents of the pouched documents or cargo dispatched

· Order, track and record leases and agreements relating to office premise, vehicles and support services service providers

· Ensure complete inventory register is maintained for equipment, and supplies for the office and it is projects.

· Support the Programme Officer and Nairobi Admin/Fin team in sending timely payment receipt confirmations of funds transferred to staff, partners, suppliers and contractors

3. Qualifications, Experience and Personal Attributes

Education· Tertiary level qualifications in public administration, logistics or safety and security related work

Experience· Languages– Excellent knowledge of the working language (English). Good spoken Somali is desirable.

· 5 years of managing administrative and logistical issues for a UN or INGO (noting below competences)

· Proven delivery of the establishment of office and accommodation for safe working environment for all colleagues

· Proven analytical capability for defining and constructing case for methods of working supporting the safety, security and wellbeing of colleague

Competencies· Demonstrable knowledge of security implications when working within the Governmental structures of Somalia in Mogadishu

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All applications should be sent to hrsomalia@ilo.orgwith subject title "Logistics and Administrative Expert, Mogadishu" no later than 5.00 pm on Friday 06th November 2015