SOMALIA STRENGTHENING INSTITUTIONS FOR PUBLIC WORKS PROJECT (SSIPWP)
Property Registration Officer
Terms of Reference
Position Title: Property Registration Officer
Department: Finance and Administration
Reporting to: Directors of Finance and Administration
CIM Level: A5
Duration: 30 Months (depending on continued budget availability and need for the position as well as satisfactory or better performance evaluations)
Duty Station: Ministry of Public Works, Reconstruction and Housing (MPWR&H)
The Federal Ministry of Public Works, Reconstruction and Housing is responsible for managing, building and rehabilitating federal government buildings and the infrastructure of the country. The Ministry has always been the custodian authority of all infrastructures, buildings, bridges, highways and roads, land plots, land tenure, national infrastructure policy, urban planning and topographic and cartographic research in Somalia.
The Ministry is committed to deliver its mandate and functions in a transparent, accountable, effective and efficient manner. The Ministry is also committed to recruit a diverse and inclusive civil service work force that aims to best meet the needs of all Somali citizens.
Somalia Strengthening Institutions for Public Works Project (SSIPWP)
The SSIPWP project is the centre piece for building the capacity of the Federal Ministry of Public Works, Reconstruction and Housing (MPWR&H) and the recently established state-level Ministries and the Banadir Regional Administration (BRA) by developing more effective, efficient, inclusive and accountable institutions for public works and infrastructure.
The SSIPWP project is funded by the African Development Fund (ADF) and the Transition Support Facility (TSF) of the African Development Bank (AfDB) and implemented through a Tripartite Protocol Agreement between the Somalia Federal Government, African Development Fund and the United Nations Office for Project Service (UNOPS).
The purpose of the SSIPWP project is improve the capacities of MPWR&H, State-Level Ministries and BRA responsible for public works to enable them independently plan, manage and oversee infrastructure construction projects and maintenance of public works (Project Appraisal Report, 2016).
Purpose of the Position
o The property registration officer performs essential functions for maintaining records of all existing and on-going reconstruction and rehabilitation projects of the Federal Government’s infrastructure under the mandate of Ministry of Public Works, Reconstruction and Housing. Since the prolonged civil war, the MPWR&H lost all the records and documentation of government properties.
o The current reconstruction and rehabilitation efforts to restore government buildings are not even recorded under the registry of the Ministry. There is a renewed effort to document and create a record for Federal Government properties, including federal government buildings, land and existing leases.
Scope of Service
Under the supervision of the head of the procurement section, the incumbent is responsible for:
o Develop a record for Federal Government properties and maintain official records, files and documents of the government infrastructure including buildings, vacant land and leased properties
o Filing all legal documents of the Ministry
o Develop a system for registration of new projects of MPWRH and concerning Federal Government properties
o Assist with the development and implementation of Ministry’s strategic plan and Business Improvement policy and programs as related to project registration and recording.
Duties and Responsibilities, include, but are not limited to:
o Maintain files of official records and documents;
o File and label documents for permanent storage in the vault;
o Communicate and coordinate needs with departments.
o Ensure documents are archived and properly located; maintain confidential materials and ensure restricted access to confidential documents
o Enter document information and records into the computer with accuracy for current and past records (registry to be populated)
o Retrieve information and record for office and customer use.
o In collaboration with the public works division, enter engineering records, design, and reports into the computer
o Carry out all associated administrative tasks associated with the role.
o Collect, record and account for cash, cheque, credit card and online payments from the public, and arrange the banking of fees in accordance with the Register Office requirements.
o Check and submit quarterly copies to the property Registration Office and produce and issue regular reports as required.
o Prepare and issue certified copies of civil partnership certificates
o Cover reception and perform other clerical duties.
o Any other duties assigned by his/her Supervisor
Required Qualifications, Experience and Skills
o Bachelor Degree in business, computer science, accounting, public administration or related field
o 2 -3 years’ professional experience in the area of record keeping and filing
o Knowledge of policies, regulations, procedures and practices pertaining to property records
o Knowledge of public administration principles, practice and procedures
o Strong computer skills with experience in word processing, databases, spreadsheets and other software applications pertinent to recording government properties
o Ability to maintain and revise records to control their uses and presentations
o Excellent communicator and facilitator
o Good IT skills and competent use of Microsoft Office such Microsoft Access, Excel, and PowerPoint.
o Ability to work well as a team and independently
o Excellent oral and written communication skills in Somali. Fluency in English highly desirable.
How to apply:
o Interested Somali candidates who meet the criteria above are encouraged to send their application letters and detailed CVs to email@example.com, Closing date by 21st August, 2018 @5:00pm.Kindly indicate “Property Registration officer MPWRH & VAno 0017/18– Mogadishu, Somalia” on the subject line when applying.
o Qualified Female candidates are highly encouraged to apply.
o Only shortlisted candidates will be contacted.
Applications are invited from qualified persons for the above vacant position.
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