Result of Service
• Effective management of the Office of the SRCC, ensuring streamlined operations and administrative efficiency. • Efficient and well maintained AUSSOM registry, supported by robust database systems that facilitate the accurate handling and tracking of AUSSOM correspondence. • Registry staff trained and mentored in best practices of records and information management, contributing to sustainable capacity building within AUSSOM. • A well organized and managed office of the SRCC, supporting the overall mission mandate through enhanced coordination and administrative support.
Duties and Responsibilities
Organizational Setting and Reporting: Within delegated authority and the supervision of the Chief of Administrative Services, the Administrative Officer will be responsible for providing comprehensive administrative and management support to the Office of the Special Representative of the Chairperson of the African Union Commission (SRCC) in Somalia. The role includes overseeing the African Union Support and Stabilization Mission in Somalia (AUSSOM) registry, developing and maintaining its database and centralized filing systems. This involves the creation of new files, maintaining indexing systems, retrieving and reviewing stored information, and ensuring the secure disposal of records in accordance with established procedures. The Administrative Officer will also mentor and supervise registry staff to ensure efficient and compliant operations. Description of Responsibilities: As part of project management responsibilities, the officer will oversee the day-to-day operations of the registry, ensuring the efficient and accurate handling of records and documentation. This includes maintaining proper filing systems, ensuring timely retrieval of information, and upholding data integrity. Additionally, the officer will provide supervisory oversight to military and police personnel assigned to the registry on an ad-hoc basis, ensuring their contributions are aligned with the mission’s operational standards and requirements. In addition, the Officer will be responsible for the following: Mentoring Role • Design and implement a training plan for registry staff to enhance their technical and administrative competencies. • Support the development of internal capacity within AUSSOM by encouraging registry staff to progressively assume greater responsibilities, aligned with their training and skill levels. • Supervise and guide the daily activities of registry personnel, offering constructive feedback and recommending process improvements as needed. Communication • Design and propose a strategic communication plan, in consultation with the immediate supervisor and the Head of Mission Support, to enhance internal and external reporting on the performance of the registry and the overall management of couriers within the Mission. • Facilitate collaboration with AUSSOM leadership, in coordination with the Chief of Administrative Services, to identify and implement improvements in registry operations and communication workflows. Reporting • Report to the Chief of Administrative Services with recommendations for establishing a standardized database and filing system aligned with the Strategic Headquarters central registry. • Prepare and provide essential documentation support for meetings, ensuring that relevant materials are readily accessible for consultation across the Mission. • Follow up on post-conference actions, including the distribution of documents and reports to participants, and ensure that all necessary follow-up measures are completed in a timely manner. Management function of the office of the SRCC • In coordination with other Mission components and units, including Human Resources, plans and manages the personnel, financial, and logistical requirements of the Mission. This includes overseeing budgetary and administrative processes and reporting on all related matters concerning the Office of the SRCC/Head of Mission. • With support from relevant units, drafts guidelines, reports, and official correspondence on a broad range of issues for the SRCC/Head of Mission, and ensures compliance with all applicable rules, regulations, and administrative directives across the Mission. • On behalf of the SRCC/Head of Mission, prepares responses to official correspondence, including memos from the Office of Mission Support on administrative and policy matters. Provides substantive analysis, strategic advice, and practical solutions to emerging issues related to the Office of the SRCC. • Liaises with key stakeholders, including the Offices of the Special Representative of the Secretary-General (SRSG) and Deputy SRSG for Somalia, the Head of UNSOS, Force and Sector Commanders, the Police Commissioner, National authorities, UN Country Teams/Agencies, development partners, diplomatic missions, and Troop and Police Contributing Countries (TCCs/PCCs). Coordinates administrative and operational matters to ensure the effective functioning of the Office of the SRCC and to support the successful implementation of the Mission’s mandate.
Qualifications/special skills
Education: A university degree in Mass Communication, Office Management or an equivalent degree from a police or military academy is required. Work Experience: A minimum of eight (8) years of military or police experience is required, with demonstrated expertise in administrative drafting, archival management standards, and office administration, within an international peacekeeping context is required. Prior experience with the AMISOM/ATMIS/AUSSOM missions, as well as work in international peacekeeping operations, international organizations, or NGOs, is considered a strong asset. Professionalism: In-depth and substantial knowledge and expertise of all aspects of office and registry management; Integrity and reliability; Proven conceptual and analytical skills that lead to formulation of policies, programs and strategies. Ability to write clearly and concisely. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; conscientious and efficient in meeting commitments, observing deadlines and achieving results; motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Accountability: Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit where applicable. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailored language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; willingness to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
