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2 Jan 2019

Executive Advisor to the NIEC Chairperson

Job Description

1. General Information
Post/Title Executive Advisor to the NIEC Chairperson
Reports to: Secretary General
Employer National Independent Electoral Commission
Duty Station Mogadishu
Date of issue 02/01/2019
Deadline for application 15/01/2019
1. About NIEC:

National Independent Electoral Commission (NIEC) Constitute a Commission which is established on Article 111G of the provisional constitution of the Federal Republic of Somalia, its mandate is organizing, conducting, and monitoring elections of districts, regional, national, Public referendum and regulating and monitoring Political Parties.

  1. Purpose of the Job:

The Executive Advisor to the NIEC Chairperson, under the supervision of NIEC’s Secretary General, will work with Chair of Somalia’s National Independent Elections Commission (NIEC), the Executive Advisor to the NIEC Chairperson will provide high-level administrative support and coordination to the Chair and advise with the establishment of a well-functional Front Office of the Commissioners.

  1. Main responsibilities of the Job:
  • The Executive Advisor will provide advisory support to officers and assistants assigned to the Chair in order to establish a well-functioning Front Office to the Commission;
  • In anticipation of the establishment of the Chairperson’s Front Office, the Executive Advisor will provide high-level administrative support and coordination to the Chair;
  • The Executive Advisor must have the ability to initiate projects and anticipate the Chairperson’s need, while managing a hectic schedule;
  • The Executive Advisor is the responsible party for the proper functioning and operation of the Chairperson’s office;
  • Advise to set-up and maintain a filing system of Commissioner’s Decisions and Official Communication;
  • Supervise the flow of communications, composes and types correspondence, reports and other written documentation as necessary. Assures resolution to tasks through follow-up to appropriate parties. Assures working documents are current;
  • Compile, retain, maintain all documents and records related to the work of the Chairperson and Commissioners and ensure proper and timely filing and storage;
  • Maintaining the Chairperson schedules and diaries, upon request reviewing all incoming e-mails and regular mail, processing, coordinating and drafting responses to all correspondence sent to the Chairperson’s office;
  • Taking proper steps to resolve inquiries or issues, and keeping the Chairperson advised in a timely manner of important matters;
  • Receive, review and handle telephone calls, e-mails and regular mail, in-person inquiries, working with the Secretariat for technical input if necessary;
  • Plans, coordinates, and schedules meetings for the Chairs. Takes and transcribes minutes of internal and external meetings as required. Prepares all necessary agendas and documents. Assure any necessary follow-up; relays directives or information to appropriate parties;
  • Work with Chairperson to process official documents, and assures documents are processed in accordance with mandated deadlines;
  • Research topics in connection with requests or issues, drafts and edits speeches and presentations as required. Determine best options for resolution of request or issues and discusses findings with Chairperson to assure proper disposition of request or issue;
  • Prepare budgets, plans and coordinates travel arrangements for the Chairperson;
  • Track progress towards annual goals of the Chairperson work plan;
  • Attend and actively participate in meetings and events as directed.
  • Provide regular monthly progress reports to the NIEC;
  • Other duties as they arise;
  1. Academic Qualification:
  • A Bachelor’s Degree is desirable in international relations, political science, social science, communication and/or a related field;
  1. Work experience:
  • Five years’ experience of providing secretarial and administrative support for Senior Executives; or analyzing electoral processes;
  • Knowledge of FGS policies, regulations, rules, procedures and practices;
  • Experience in previous post-conflict elections is an asset;
  • Experience working in Somalia is an asset;
  • Familiarity with working with an international organization is an asset;
  1. Preferred skills:
  • Strong writing and editing skills in Somalia and English
  • Strong verbal and interpersonal communication skills
  • Excellent organizational and multi-tasking skills, attention to detail, and follow-through, as well as strong research and analytical skills;
  • Ability to handle confidential information and projects with professionalism and discretion;
  • Capacity to work under pressure and meet deadlines; ability to identify and take charge of tasks;
  • Written and spoken fluency in Somali and English;
  • Strong verbal and interpersonal communication skills;
  • Good understanding of elections, public policy, political environment issues strongly preferred;
  • Good coordination, teamwork and collaborative skills and confidence in dealing with officials as well as all levels of the organization required;
  • Ability to understand and handle proprietary and confidential information;
  • Flexibility to attend meetings/events and ability to travel in/out of the country;
  • Skilled in the usage of office software packages and management systems;
  • Computer literacy and ability to effectively use office technology equipment, IT tools;
  • Ability to produce minutes of meetings and draft / edit written documents and correspondence independently;
  • Ability to retrieve information from relevant sources through research;

Documents required:

  1. Application letter
  2. Updated CV
  3. Copies of certificates and other supporting documents.

HOW TO APPLY

Applicants should send their documents to the following link: https://niec.so/en/jobs . The screening of your application will be conducted based on the information you submitted. Before applying, we strongly suggest that you review your profile to ensure completeness. Note that the closing date for application is Jan 15th, 2019.

“NIEC is an equal opportunity employer”


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