Administration

• Arrange customs clearance, booking, travel and visa requirements for expat staff, volunteers and visitors.
• Maintain efficient inventory system and coding of all items and proper filing and recording system.
• Ensure that all issues related to taxes, travel permits, licenses, registration, etc. are managed with the approval of the Country Director as and when required.
• To ensure and effectively monitor that all international staff engaged by the Somalia Programe have valid working documents (Business Visas. Special Passes, Work permits, are registered to pay tax and secure a PIN number.
• Ensure that up-to-date information on travel, work permits/special passes, guesthouses occupations is readily available.
• Ensure filing systems for all administration functions are maintained and current including Administration handbook
• Prepare Administration cost benefit operational reports (Office stationery, guesthouses, hotels etc) to monitor and maintain office supplies inventory
• Maintain a safe and secure working environment
• Maintain a “welcome to Nairobi” document to be sent to visitors prior to arrival and ensure that all visitors receive a security briefing within 24 hours of arrival in Nairobi.
• Ensure that all general office equipment are regularly serviced and maintained.
• Develop, implement and regularly evaluate office (including guest houses) policies and procedures, ensuring they are being adhered to and provide suggestions for areas of improvement to improve operational efficiency
• Ensure that all travel arrangements are made for staff and visitors (including interview candidates and consultants) to facilitate their entry in the countries they are visiting.
• Ensure that the office is regularly serviced and maintained in a clean and appropriate manner.
• Regularly update the Somalia Programe staff lists, contact lists with Global directory and the NGO Consortium data base.

• Develop a National ICT policy and ensure it is implemented.
• Deployment of client applications to users.
• Take lead in configuration and maintenance of Outlook which is the official ARC email system.
• Receipt, configuration and housekeeping of ICT equipment including VHF radios, Thuraya and VSAT equipment.
• Manage and Update all IT asset databases including maintenance and repair of ICT equipment both at Nairobi and field offices
• Provide training and reference manuals to staff to ensure staff are well equipped to handle changing ICT technologies.
• Provide technical advice and recommendations relating to the strategic use and implementation of ICT infrastructure.
• Provide monthly reports, outlining the achievements for the month (against the planned activities and further against the department’s annual operational plan)
• Supervise ICT contractors to ensure ICT projects are done professionally and completed within schedule.
• Enforce telecommunications/security policies and standards as outlined in the ARC ICT policy.
• Ensure staff computers are synchronized with the server for data backup and all computers at the NO adhere to “computer configuration checklist” document requirements
• Build the capacity of IT Assistants and IT Interns under him/her, to a level that they can provide quality support services to the Customers

• 3-5 years experience in administration and ICT for an NGO.
• 1st Degree/Graduate Diploma Business Administration/Computer science
• At least one Professional Certification in the following: Microsoft Certified Professional; Cisco (CCNA)
• Good working knowledge of telecommunications technologies (satellite/VSAT technology, wireless networks, HF and VHF Radio, microwave) and Network Architectures for both Local Area Networks and Wide Area Networks
• Excellent working knowledge of Internet technologies, including: TCP/IP suite of protocols; Internet security; Internet routing; Voice over Internet Protocol)
• Good working knowledge of Microsoft Windows Operating Systems configuration and administration
• Good working knowledge of office automation applications (Microsoft Office)
• Familiarity with UN and international humanitarian organizations.
• Strong organizational, interpersonal, and communication skills.
• Familiarity or experience with SPHERE Standards.
• Ability to work well under unstable security environments, and administrative and programmatic pressures.
• Demonstrated ability and flexibility to adapt to changing requirements.
• Ability to work independently while being a strong team player.
• Fluent in English, ability to speak Somali will be an added advantage.