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11 October 2016

UN Admin Jobs - Business Support Assistant at United Nations World Food Programme (WFP)

Job Title:         Business Support Assistant    
Organization: World Food Programme (WFP)
Duty Station: Uganda
Reports to: Programme Policy Officer
Position Grade: G4
Reference Number: 16-0022531

About US:
The UN World Food Programme (WFP) is the United Nations frontline agency against world hunger. It is the largest and longest serving humanitarian agency in Uganda. Currently WFP focuses on three priority areas namely: Emergency Humanitarian Action (EHA); Food & Nutrition Security (FNS); and Agriculture & Market Support (AMS). WFP has operations in various parts of the Country.

Job Summary: The Business Support Assistant will provide finance, human resource and administrative support to the UN World Food Programme (WFP) field office.

Key Duties and Responsibilities: 
·         Prepare and submit quarterly inventory reports for the WFP property at the Field-Office;
·         Regularly monitor use of Field Office stationery and prepare quarterly requests for stationery;
·         Set up, classify and maintain files in liaison with the administration unit at Country Office;
·         Draft correspondence related or Field - Office official matters;
·         Organize staff weekly meetings, prepare minutes and circulate them to all staff;
·         Supervise drivers and other support staff at the Kaabong Field-Office;
·         Co-ordinate with Programme Associate and Senior Logistics Assistant in the preparation of weekly and monthly travel work plans; make travel arrangements for staff by allocating drivers as per the weekly plans in liaison with the drivers/or their focal person;
·         Prepare and submit transport related reports; request for repairs, monthly kilometre readings and vehicle service reports to transport section at head office;
·         Manage Petty Cash and Sub imprest disbursements;
·         Prepare budgets for the Field Office and its variance analysis;
·         Prepare all payments vouchers required for any financial transactions in a timely manner;
·         Prepare financial submissions and follow up replenishment at the Country Office level;
·         Serve as a Bank Agent for Kaabong Field -Office and ensure confidentiality of cash transactions between the bank and office. Keep all bank documents in safe custody;
·         The incumbent will collect monthly bank statements and carry out Fund and Bank reconciliation;
·         Ensure that financial procedures and regulations are followed and timely update staff on any changes on existing policies and guidelines on finance and ensure compliance;
·         Compile monthly Police and Security Guards attendance summary and process payment documents for approval of HOFO, prior to forwarding to the Country Office;
·         Support the HOFO in local purchasing of office supplies and materials;
·         The incumbent will verify claims of vendors and connectivity with administrative rules and regulations;
·         Confirm the availability of funds for project operations prior to review by supervisor and also prepare necessary requests and approvals prior to making any payments;
·         Ensure timely and accurate preparation of weekly, monthly and quarterly reports as per financial and administrative guidelines and formats in collaboration with Logistics and Programme staff;
·         Maintain records on guest house revenues; receive cash payments, make deposits in the bank, and compile reports.
·         Regularly monitor staff attendance and prepare monthly staff attendance reports;
·         The jobholder will maintain staff personal files and ensuring confidentiality of documents are adhered to at all times;
·         Work closely with Human resources at head office on issues affecting staff at the Field Office for solutions;

Qualifications, Skills and Experience:
·         The applicants for the United Nations UN World Food Programme (WFP) Business Support Assistant  job opportunity should hold a Diploma in Secretarial studies, Business studies, Business Administration or related field obtained from a recognized institution;
·         A minimum of four (4) years’ working experience in secretarial work or general administrative duties;
·         Previous experience of working in hard to reach areas;
·         Proficiency in both oral and written English is essential;
·         Computer literacy i.e. proficiency in Ms Office.

How to Apply:
All candidates who desire to join the United Nations World Food Programme are encouraged to submit their applications online at the link below.

Deadline: 7th November 2016

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