The Operations and Administrative Specialist role with UNDP (United Nations Development Programme) in Mogadishu, Somalia is a senior-level position focused on managing operations, administration, logistics, and risk management for the UN Department of Safety and Security (UNDSS).

Key Responsibilities

The job involves ensuring that all operations comply with UNDP and UNDSS regulations and managing various aspects of operational functions, including:

1. Strategic Leadership & Risk Managementhttp://UNDP Operations and Administrative Specialist Job Posting

• Oversee operational compliance with UN policies and internal control frameworks.
• Set and monitor office performance targets and take corrective actions when necessary.
• Identify security and operational risks and propose solutions for effective decision-making.
• Develop and implement Standard Operating Procedures (SOPs) for finance, HR, procurement, ICT, logistics, and travel.

2. Procurement, Logistics, & Administration

• Ensure smooth procurement processes, supplier selection, and contract management.
• Supervise logistical services, including transport, asset management, and facility operations.
• Maintain financial compliance in line with International Public Sector Accounting Standards (IPSAS).

3. ICT & Communication Management@vacancyspaces.com

• Ensure the use of Enterprise Resource Planning (ERP) systems to improve efficiency.
• Oversee IT security, disaster recovery planning, and digital transformation of operations.
• Promote digital tools for knowledge sharing and document management.

4. Common Services & UN Collaboration

• Develop strategies for shared services among UN agencies to optimize resources.
• Track the budget and agency contributions for shared services.
• Participate in the Operations Management Team (OMT) and provide expertise on risk management.

5. Support to Security Operations & Knowledge Management

• Coordinate Security Cell and Security Management Team (SMT) meetings.
• Maintain records, meeting minutes, and action tracking.
• Organize training and workshops to build operational capacity.
• Develop digital filing systems for secure access to critical information.

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Who Can Apply?

• Education:
  • Master’s degree (with 5+ years of experience) OR
  • Bachelor’s degree (with 7+ years of experience) in Business Administration, Public Administration, Finance, Economics, or related fields.
• Experience:
  • International field experience (at least 4 years).
  • Experience working with international organizations, government agencies, or corporate sectors.
  • Expertise in procurement, finance, ICT, logistics, and risk management.
  • Familiarity with humanitarian or crisis settings (e.g., Somalia) is a plus.
• Skills & Competencies:
  • Strong leadership, strategic thinking, and risk management abilities.
  • Experience with ERP systems, MS Office, and web-based management tools.
  • Ability to work in high-risk, conflict zones while ensuring safety and efficiency.
  • Strong communication and collaboration skills for working with diverse teams.

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Work Conditions

• Duty Station: Mogadishu, Somalia (Non-family, Hardship “E” location).
• Contract Duration: 1 year (International Personnel Service Agreement).
• Language Requirement: Fluency in English; knowledge of another UN language is a plus.

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Why This Role Is Important?

This job is critical for ensuring that the UN operates safely and effectively in one of the world’s most challenging environments. The role supports peacekeeping, humanitarian efforts, and security by managing risks and improving operational efficiency.

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Operations and Administrative Specialist – UNDP Mogadishu, Somalia

Introduction to UNDP and UNDSS

The United Nations Development Programme (UNDP) is a global organization dedicated to eradicating poverty, promoting sustainable development, and supporting governance, peacebuilding, and crisis response in various countries. In Somalia, UNDP plays a vital role in humanitarian assistance, security coordination, and governance support, making it an essential part of the international efforts to stabilize and rebuild the country.

The United Nations Department of Safety and Security (UNDSS) is responsible for ensuring the security of UN personnel, assets, and operations worldwide. In complex and high-risk environments such as Somalia, UNDSS plays a critical role in risk assessment, emergency response planning, and security coordination. The Operations and Administrative Specialist position supports these efforts by ensuring the smooth functioning of operations, administration, logistics, and procurement services.

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Job Overview

Position Title: Operations and Administrative Specialist

Location: Mogadishu, Somalia

Contract Type: International Personnel Service Agreement (IPSA-10)

Duration: 1 year (with possibility of renewal)

Organization: UNDP, working within UNDSS

Grade: IPSA-10

Duty Station Classification: “E” hardship, non-family duty station

Application Deadline: February 28, 2025

Language Requirements: Fluency in English (additional UN languages are an asset)

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Roles and Responsibilities

1. Strategic Operations Management

The Operations and Administrative Specialist is responsible for leading and managing all operational functions of the UNDSS office in Somalia. This includes compliance with UN regulations, risk management, and process improvement. Key duties include:

• Ensure Compliance: Implement UNDP and UNDSS rules, regulations, policies, and internal controls to ensure smooth operations.
• Strategic Planning: Develop operational strategies, establish targets, and monitor key performance indicators (KPIs) for optimal efficiency.
• Risk Management: Conduct risk assessments, identify security threats, and implement mitigation strategies.
• Policy Development: Design and implement Standard Operating Procedures (SOPs) for finance, human resources, procurement, ICT, logistics, travel, and transportation.
• Performance Monitoring: Regularly track office performance, suggest improvements, and take corrective actions where necessary.

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2. Procurement and Logistics Management

This role involves overseeing procurement processes, logistics, and contract management to ensure that UNDSS operations are fully functional. The responsibilities include:

• Procurement Strategy: Develop a robust procurement strategy, including sourcing, vendor selection, and contract negotiations.
• Supplier Management: Establish a supplier evaluation system to ensure quality and cost-effectiveness.
• Procurement Planning: Prepare and manage the annual procurement plan and forecast future needs.
• Logistics and Asset Management: Ensure efficient transportation, storage, and inventory control of UNDSS assets.
• Facilities and Infrastructure: Manage office facilities, leases, maintenance, and security infrastructure for safe and effective working conditions.
• Budgeting and Financial Oversight: Ensure compliance with IPSAS in all procurement and asset management transactions.

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3. ICT and Digital Operations Management

The role also involves ensuring a secure and effective ICT system that meets operational needs:

• ERP System Utilization: Ensure effective Enterprise Resource Planning (ERP) system usage to streamline operations.
• Business Process Digitization: Identify areas for automation and digital transformation to improve efficiency.
• Cybersecurity and Data Protection: Maintain a secure and reliable IT infrastructure with disaster recovery measures in place.
• Knowledge Management: Develop and promote document management systems to improve knowledge sharing.

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4. Coordination with UN Agencies and Common Services Management

Given the nature of UN operations, the Operations and Administrative Specialist must foster inter-agency collaboration and optimize the use of common services:

• Strategic Coordination: Establish and strengthen partnerships with other UN agencies, NGOs, and stakeholders.
• Budget Tracking: Oversee the budgeting and financial management of common services in the office.
• Operations Management Team (OMT) Contribution: Represent UNDSS in inter-agency Operations Management Team meetings to discuss risk management strategies and operational improvements.

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5. Security Support and Knowledge Management

The Operations and Administrative Specialist plays a crucial role in supporting security planning and ensuring that UNDP and UNDSS staff have access to up-to-date security policies. Responsibilities include:

• Security Cell and SMT Support: Assist in organizing Security Management Team (SMT) and Security Cell meetings.
• Action Tracking: Maintain records of decisions, update action matrices, and follow up on security issues.
• Emergency Preparedness: Contribute to security planning and crisis management frameworks.
• Training and Awareness: Coordinate training sessions for UNDSS personnel and stakeholders.

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Minimum Qualifications and Experience

Education Requirements:

• Master’s Degree in Business Administration, Public Administration, Finance, Economics, or a related field with 5 years of experience, OR
• Bachelor’s Degree in the same fields with 7 years of experience.

Work Experience:

• At least 5 years (with Master’s) or 7 years (with Bachelor’s) of professional experience in management advisory, operations, and administration.
• At least 4 years of international field experience in humanitarian, crisis, or security settings.
• Strong background in finance, procurement, logistics, ICT, and security operations.
• Previous UN or NGO experience is a significant advantage.
• Experience in conflict zones or hardship duty stations is preferred.

Skills & Competencies:

• Leadership & Strategic Thinking: Ability to make high-stakes decisions in challenging environments.
• Risk Management & Compliance: Experience in assessing security risks and implementing mitigation strategies.
• Procurement & Financial Expertise: Knowledge of contracting, supplier management, and UN procurement guidelines.
• ICT & Digital Transformation: Experience in ERP systems, cybersecurity, and digital process optimization.
• Communication & Collaboration: Strong ability to work across teams, UN agencies, and government counterparts.

Language Requirements:

• Fluency in English is required.
• Knowledge of another UN language (French, Arabic, or Somali) is an advantage.

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Challenges & Expected Impact

Challenges in the Role:

• High-risk, conflict-prone environment with security threats.
• Complex inter-agency coordination in a volatile setting.
• Managing logistics, operations, and procurement in a remote location.
• Ensuring compliance with UN regulations while maintaining flexibility.

Impact of the Role:

By ensuring smooth operations, efficient risk management, and optimized logistics, this role significantly contributes to:

• Safer working conditions for UN personnel in Somalia.
• Improved efficiency in UNDP and UNDSS operations.
• Better allocation of resources for security and humanitarian missions.

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Conclusion

The Operations and Administrative Specialist position is a high-impact role that demands strong leadership, operational expertise, and risk management skills. It offers a challenging but rewarding opportunity for professionals who want to make a difference in a high-risk, humanitarian environment.

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Operations and Administrative Specialist – UNDP Mogadishu, Somalia

Introduction to UNDP and Its Role in Somalia

About UNDP

The United Nations Development Programme (UNDP) is one of the leading UN agencies working to eradicate poverty, promote democratic governance, prevent crises, and support sustainable development worldwide. UNDP operates in over 170 countries, partnering with governments, civil society, and private sectors to provide development solutions tailored to local challenges.

UNDP’s Role in Somalia

Somalia has faced decades of conflict, instability, and humanitarian crises, making it one of the most complex environments for development work. The UNDP Somalia office plays a crucial role in:

• Strengthening governance institutions
• Enhancing security and rule of law
• Supporting economic recovery and sustainable development
• Providing humanitarian assistance
• Fostering resilience against climate change and environmental degradation

The Operations and Administrative Specialist position falls within this framework, supporting the UNDP team by managing administrative, logistical, financial, and operational aspects of its work in Somalia.

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Overview of the Position

Job Title: Operations and Administrative Specialist

Duty Station: Mogadishu, Somalia

Contract Type: International Personnel Service Agreement (IPSA-10)

Duration: One year (renewable based on performance and project needs)

Salary Grade: IPSA-10 (international professional level)

Duty Station Classification: “E” hardship, non-family duty station

Language Requirement: Fluency in English (Additional UN languages preferred)

Application Deadline: February 28, 2025

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Roles and Responsibilities

1. Operations and Administrative Management

The Operations and Administrative Specialist is responsible for overseeing the daily operations and administration of UNDP Somalia. This involves:

• Ensuring compliance with UNDP and UN-wide operational policies and guidelines.
• Supervising all administrative functions, including procurement, finance, logistics, and human resources.
• Developing operational strategies to optimize efficiency in the office.
• Coordinating inter-agency administrative processes to ensure seamless collaboration among UN agencies.
• Providing high-level administrative support to senior management and technical teams.
• Managing financial transactions and budgets for operational and programmatic activities.

2. Procurement and Logistics

The role includes handling procurement and logistics operations to support UNDP and UN agencies in Somalia:

• Developing and implementing procurement plans to support field missions and humanitarian operations.
• Ensuring compliance with UNDP procurement rules, including contract management and supplier evaluations.
• Managing vendor contracts and ensuring timely delivery of services and goods.
• Coordinating transport, fleet management, and supply chain logistics.
• Overseeing asset management and office facilities.

3. Financial Management and Compliance

The Operations and Administrative Specialist plays a key role in budgeting and financial oversight, ensuring that resources are used efficiently:

• Monitoring budget allocations and controlling expenditures.
• Ensuring financial transactions adhere to UNDP’s rules and regulations.
• Managing audits, financial reporting, and compliance processes.
• Providing technical support on financial planning and forecasting.
• Implementing cost-saving strategies and identifying financial risks.

4. Human Resources and Team Leadership

• Supervising administrative and operational staff in the UNDP Somalia office.
• Overseeing recruitment, onboarding, and training of new personnel.
• Managing HR policies and ensuring compliance with UNDP regulations.
• Providing strategic guidance on workforce planning and professional development.

5. ICT and Digital Transformation

• Overseeing IT infrastructure and ensuring digital security.
• Implementing automated business processes to enhance operational efficiency.
• Ensuring ERP (Enterprise Resource Planning) systems are used effectively.

6. Security and Risk Management

Since Somalia is a high-risk security environment, the Operations and Administrative Specialist supports security planning by:

• Coordinating with UNDSS (UN Department of Safety and Security) for risk assessment and emergency response planning.
• Implementing security measures in line with UN protocols.
• Maintaining emergency preparedness plans and evacuation procedures.
• Ensuring compliance with security policies for UN personnel.

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Required Qualifications and Experience

Education Requirements:

• Master’s Degree in Business Administration, Public Administration, Finance, Economics, or related fields with 5 years of relevant experience, OR
• Bachelor’s Degree in the same fields with 7 years of relevant experience.

Professional Experience:

• Minimum 5 years (with Master’s) or 7 years (with Bachelor’s) of experience in operations, administration, finance, or security management.
• Experience in international field missions, crisis response, or post-conflict settings.
• Prior work experience with UN agencies, NGOs, or international organizations is an asset.
• Strong expertise in financial planning, procurement, logistics, and security risk management.

Technical Skills:

• Advanced knowledge of procurement processes and contract management.
• Strong budget management and financial analysis skills.
• Experience in digital transformation and ERP systems.
• Proficiency in risk management and security coordination.

Language Requirements:

• Fluency in English (required).
• Knowledge of French, Arabic, or Somali is an advantage.

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Challenges and Opportunities in the Role

Challenges:

• High-security risks and operational challenges due to Somalia’s unstable political situation.
• Remote and high-stress working environment, requiring resilience and adaptability.
• Complex procurement and financial regulations that must be strictly followed.
• Limited infrastructure and logistical constraints.

Opportunities for Professional Growth:

• Gaining experience in one of the most challenging humanitarian settings.
• Developing leadership skills by managing cross-functional teams.
• Networking with high-level UN officials and international partners.
• Contributing to UNDP’s mission in a critical crisis response setting.
• Potential career growth within the UN system, leading to senior-level positions.

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Work Environment and Living Conditions

Since Mogadishu is classified as a hardship, non-family duty station (E category), the work environment is:

• High-risk due to political instability and security threats.
• Challenging due to logistical and infrastructure constraints.
• Highly rewarding, as it offers an opportunity to contribute to peacebuilding and development in a conflict zone.
• Accommodation and security are strictly regulated by the UN for staff safety.

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Conclusion

The Operations and Administrative Specialist role is an exciting yet demanding opportunity for professionals passionate about operations, risk management, and humanitarian work in complex environments. The position requires a strong ability to manage logistics, finances, procurement, and security operations, making it ideal for candidates with a background in administration, development work, or international field operations.

By optimizing operations and ensuring compliance with UN policies, the role contributes directly to enhancing UNDP’s ability to deliver critical humanitarian aid and development programs in Somalia.