Deputy Head of Mission Support Department

Position Name: Deputy Head of Mission Support Department

Employment Regime: Seconded/Contracted

Post Category for Contracted: Expert Level

Ref. number: SOM-150*

Location: Mogadishu

Availability: 01/01/2023

Department/Division/Section: Mission Support Department

Security Clearance Level: EU SECRET

Open to Contributing Third States: No

1. Reporting Line:

The Deputy Head of Mission Support Department reports to the Head of Mission Support Department.

2. Main Specific Tasks and Responsibilities:

 To lead, direct and manage the work of the Finance and Procurement Sections as well as General Support and CIS Sections when required;

 To assist and advise the Head of Mission Support Department on all administrative issues;

 To ensure that all Sections work in a coordinated and cohesive manner to support the mission mandate and implementation plan and tasks as directed by Head of Mission Support Department;

 To manage, advise and develop the staff on electronic document management system issues;

 To operate and supervise the use of Enterprise Resource Planning (ERP) and other electronic IT systems in use by the Mission;

 To be a Project Manager for assigned contracts and to oversee assigned Mission Support Department contracts;

 To support the implementation of the budget in accordance with the Financial Regulations applicable to the General Budget of the European Union and its implementing Rules and the internal guidelines created for the Mission;

 To be responsible for the effective financial control of designated funds allocated to the Mission and all necessary internal and external administrative functions related to the efficient expenditure, including efficient data management and the provision of supporting documentation concerning expenditure;

 To supervise the efficient monitoring and review of legal contracts relating to international and national staff, and enable timely recruitment to cover absence and job vacancies, utilising established advertising procedures;

 To monitor and direct day-to-day personnel, financial and administrative operations of the Mission, as well as prepare all related reports;

 To coordinate on assigned matters with internal, external and relevant EU functions;

 To follow internal and external developments relating to the Mission goals and fully brief the Head of Mission Support Department on the administrative implications;

 To be responsible for the efficient monitoring and review of legal contracts relating with the acquisitions and maintenance/service contracts;

 To identify, manage and report the risks arising from the specific processes/systems/projects implemented under his/her responsibility.

3. General Tasks and Responsibilities:

 To identify and report on lessons learned and best practices within the respective area of responsibility;

 To contribute and ensure timely reporting on activities within the respective area of responsibility;

 To take account of gender equality and human rights aspects in the execution of tasks;

 To undertake any other related tasks as requested by the Line Manager(s).

4. Essential Qualifications and Experience:

 Successful completion of university studies of at least 4 years attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 7 in the European Qualifications Framework OR a qualification of the second cycle under the framework of qualifications of the European Higher Education Area, e.g. Master’s Degree OR equivalent and attested police or/and military education or training or an award of an equivalent rank; AND

 After having fulfilled the education requirements, a minimum of 7 years of relevant professional experience, out of which a minimum of 3 years of experience at management level.

5. Essential Knowledge, Skills and Abilities:

 Leadership skills to lead teams and develop solutions, and to adapt new and emerging technologies to solve business and operational needs;

 Experience in managing Finance and Public Procurement functions;

 Experience in ERP systems and electronic document management systems;

 Experience in managing budgets and implementing budget plans;

 Ability to establish/review priorities, to plan and to exercise control;

 Ability to lead a multifunctional team, to mentor and motivate staff.

6. Desirable Qualifications and Experience:

 Knowledge of and/or working experience in financial management and procurement rules in large international organization, preferably EU;

 International mission experience, particularly in crisis areas with multi-national and international organisations, in a similar position;

 University or/and Master’s Degree in Business Administration, Management, Project Management or/and international certification in management/leadership/project management.

7. Desirable Knowledge, Skills and Abilities:

 Strategic and creative thinking;

 Ability to multi-task with a time management efficiency;

 Proven organisational and, planning skills;

 Ability to work under pressure and with tight deadlines and to manage multiple tasks and unexpected demands.