Vacancy announcement: Concern Worldwide seeks a Administration Manager for their operations in Somalia. This Management/leadership sector position calls for a professional with 4 - 5 years of demonstrated expertise. Submit your application by May, 31 to be considered for this role.
Job Title:
Administration Manager
Reports to:
Operations Director
Terms:
One year contract but renewable depending on funding availability,
performance of the post-holder
and programme needs
Salary:
GB5 Step 1
Requirements:
This position is based in Concernās Mogadishu office and involves providing substantial support to Concernās programme locations across Somalia.
About Concern:
Established in 1968,
Concern Worldwide is an international, humanitarian, non-governmental organisation dedicated to the elimination of extreme poverty and the reduction of human suffering, primarily in fragile countries.
Concernās vision, our mission and our work are all defined by one goal ā ending extreme poverty, whatever it takes. Concern strives for a world
where all people live in peace and prosperity and are treated equally, with dignity and respect.
Informed by the priorities of affected communities, we go where the needs are greatest and work to save lives, protect and develop livelihoods, support recovery and build long-term resilience
. O
ur work is guided by our core values and nurturing a culture of inclusion, compassion and humanity.
Role Purpose:
The Administration Manager is responsible for the effective, safe and compliant management of Concernās office and guesthouse facilities across Mogadishu, Baidoa, and Galkayo. The role supports the Operations Director in delivering high-quality administrative and security management services to ensure effective programme delivery. The post holder also acts as Security Focal Point (SFP) at Mogadishu and Galkayo programme level, supporting implementation of the Security Management Plan (SMP) and associated SOPs
.
Responsibilities
Administration & Operational Support
Safety and Security Management
Other Duties
- Ensure all offices and guesthouses facilities are functional, well-maintained and compliant with organisational and statutory requirements
- Oversee maintenance, repairs and servicing of buildings, utilities (electricity, water, sanitation) and equipment, ensuring efficiency and cost-effectiveness
- Manage leases, utilities, and service contracts ensuring timely renewal, compliance and continuity of services
- Maintain accurate asset register, inventories, and facility documentation, ensuring proper labelling, tracking, and audit readiness
- Oversee day-to-day office administration, including reception services and visitor access systems
- Ensure safe, well organised working environments through effective space planning and workstation readiness
- Coordinate accommodation arrangements for staff and visitors and maintain team houses to acceptable living standards
- Ensure continuous availability, proper management, and accurate record-keeping of office supplies, stationery, safety equipment and other essential services
- Coordinate and ensure the efficient delivery of administrative support for staff travel including flights, accommodation and transport arrangements
- Ensure national and international staff movements are compiled and shared with management on weekly basis.
- Support onboarding of international staff and visitors, including accommodation, orientation and logistics support as required
- Ensure visas, permits, and other official documentation are processed with relevant authorities efficiently
- Ensure effective filing systems, documentation, and administrative trackers are maintained all the time
- Ensure administrative payments (rent, utilities, service contracts) are processed in a timely manner and in coordination with Finance
- Line manage administrative and support staff, including supervision, performance management, and capacity development
- As the carbon audit focal point, ensure carbon audit data on air travel, vehicle and generator fuel consumption, electricity use, printing paper, and air conditioning is accurately compiled and submitted annually to HQ for auditing purposes
- Prepare monthly administrative report and submit to the OD for review
- Manage and monitor administrative budgets for Mogadishu, Baidoa and Galkayo operations
- Act as Security Focal Point (SFP), supporting implementation, monitoring, and improvement of the SMP and related SOPs
- Ensure SFG meetings are organised, documented and follow-up actions implemented
- Ensure all new staff and visitors receive comprehensive and timely security briefings upon arrival
- Monitor the security environment and ensure timely communication of risks, threats and incidents to staff and management
- Ensure accurate and timely incident reporting via the Security Incident Reporting Tool (SIRT)
- Activate and coordinate emergency communication systems (call tree) during incidents and keep senior management informed
- Ensure security systems (guards, CCTV, alarms, tracking systems) are functional, maintained, and regularly reviewed
- In collaboration with Concernās Head of Security Guards, oversee and evaluate the performance of office guards and contracted service providers
- Organise and conduct security drills, simulations, and evacuation exercises
- Compile and submit monthly security and political context updates to management
- Support emergency preparedness, contingency planning, and operational response, including staff relocation or evacuation
- Maintain strong coordination with key stakeholders (government, NGOs, UN, INSO, partners, communities) to gather and share reliable security information
- Ensure compliance with health and safety standards across all facilities
- Conduct regular risk assessments and safety inspections and implement mitigation measures
- Ensure that office and guest house facilities are gender and disability responsive and inclusive, taking welfare of staff and residents into account
- Ensure availability and proper use of first aid kits, PEPSI kits, hibernation kits and safety equipment
- Organise safety trainings (e.g. First Aid, Psychological First Aid) and promote staff wellbeing
- Integrate safety considerations into all facilities and operational decisions
- Ensure facilities are prepared for emergency scale-up and response operations
- Promote good environmental practices to reduce Concernās carbon footprint and lead the organisational Green Agenda by encouraging behaviour change across all staff
- Support engagement with government ministries, local authorities, and external stakeholders
- Ensure compliance with legal and regulatory requirements, including registration, taxation, and statutory obligations
- Represent the organisation in external meetings when required
- Track and report facilities-related costs, ensuring accountability and effective budget utilisation
- Uphold organisational values, Code of Conduct, safeguarding principles, and confidentiality standards
- Promote safeguarding and FCRM awareness on expected staff behaviour to communities
- Participate in emergency response activities as required
- Perform any other duties assigned by the Operations Director
About Somalia
Somalia is located in the Horn of Africa and has a growing job market, particularly in the humanitarian, development, and private sectors. Major employment hubs include Mogadishu, Hargeisa, Garowe, Baidoa, and Kismayo, with opportunities from international NGOs, UN agencies, government institutions, and an expanding private sector.
Ereyada Soomaaliga (Somali Keywords): Shaqo Buuxda ā¢ Shaqo Cusub