Fresher UN Administration Assistant Jobs – United Nations World Food Programme (WFP)

Job Title:             Administration Assistant
Organization: United Nations
World Food Programme (WFP)
Duty Station: Kampala,
Uganda
Position Grade: G5
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: Saving lives
in Emergencies; Building Resilience through Predictable Safety Nets; Improving
Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to
Access Markets. WFP has operations in various parts of the Country.
Job Summary: The Administration
Assistant will support the United Nations World Food Programme (WFP) in the
provision of a range of processes and activities requiring some interpretation
of standard guidelines/practices. The incumbent will support effective delivery
and maintenance of client-focused, value-for-money oriented quality
administrative practices.
Key Duties and Responsibilities:  
Administration:
  • Prepare and support quarterly forecast
    expenditure (budget) for the CDPs and forward it for integration in the
    unit’s budget plan.
  • Record, coordinate & seek approval for
    destruction of old files and ensure retrieval of the old files for
    recycling as necessary.
  • Prepare and submit regular reports on
    Administration tenders for aged/overstayed, obsolete and damaged stock as
    necessary.
  • Ensure vehicle inspection reports are
    submitted monthly;
  • Ensure that all pre-service contracts and
    agreements are adhered to for timely renewal /cancellation through timely
    submission of evaluations.
  • Ensure there are valid contracts with the
    landlords of both warehouses and parking yards.
  • Ensure all warehouse assets such as
    furniture and equipment are inventoried and tracked and updated monthly.
  • Ensure staff separation/handover reports
    are properly filed.
  • Supervise and maintain an orderly
    warehouse filing system and archives and ensure easy retrieval of
    documents.
  • Manage the warehouse stationery store and
    ensure proper stock control (timely re-order level) and a prudent, cost
    effective utilization by both Nalukolongo and Tororo CDPs.
Human Resource:
  • Make/create the section’s Organogram
    (Chain of command or Organizational Chart) to align with the rest of the units
    & organisation.
  • Complete drivers’ PACE and also Follow up
    on all staff PACE
  • Submit Staff Training Plan as necessary
  • Follow-up and control daily
    attendance/absence of WFP staff.
  • Prepare the Annual attendance/leave staff
    sheet
  • Prepare monthly over-time request for
    onward submission for clearance and settlement.
  • Compute daily Security guards’
    attendance/absence and consolidate the same in to the monthly attendance
    report.
  • Keenly monitor and compute staff Leave
Logistics:
  • Ensure timely preparation and submission
    of the Cleaning Services payment request.
  • Ensure Air Conditioners are serviced
    quarterly or as per schedule.
  • Prepare PRs for CDP/ EDP requirements
    whenever required
  • Enter all Logistics PRs and GRNs into
    WINGS
  • Enter all strategic Fleet and Warehouse
    staff TA/TECs into WINGS.
  • Ensure all Weighing Scales (For CDPs &
    EDPs), are serviced in time (every six months).
  • Ensure Goods Received Note (GRN) for all
    deliveries are promptly made & submitted to procurement for processing
    & payment.
  • Ensure timely preparation of payment
    request for utilities such as, UMEME, NWSC, etc.
  • Ensure cross boarder waybills are promptly
    identified, scanned, sent to clearing agents for timely release of URA
    documents.
  • Ensure proper management of all Non Food
    Items
  • Request and handle Petty Cash as and when
    required.
  • Open the Stores/containers and ensure they
    are properly locked with seals.
Qualifications, Skills and
Experience:
  • The ideal candidate for the United Nations
    UN World Food Programme (WFP) Administration Assistant job opportunity
    should hold a Bachelor’s degree or Diploma in Secretarial/Business Studies
    obtained from a recognized institution
  • Proven ability to perform all routine
    administrative activities in line with WFPs operating standards through
    day to day work
  • Experience in supporting and providing
    ad-hoc guidance to new staff members
  • Fluency in both oral and written English
Personal Competencies:
  • Business Support Services &
    Reporting:
    Exhibits ability to convert business plans into clear
    actions for team members to support the implementation of the program.
    Collects and reports data to draw out fact-based insights.
  • Internal Controls & Risk
    Management:
    Demonstrates basic knowledge of internal controls,
    risk management, and monitoring mechanisms and their applicability to
    immediate client’s critical activities.
  • Resource Management: Monitors
    trends in staffing and resource usage to anticipate and escalate potential
    issues to programme leaders and key clients.
  • Specialised Knowledge in Administrative
    Services:
    Demonstrates a broad or specialist knowledge of
    administration best practices, techniques and processes, and a good grasp
    of WFP standards, processes, and infrastructure in area of responsibility;
    applies this to ensure the provision of efficient and effective administration
    services.
  • Customer Focus: Monitors and
    supervises administrative work against the established standards and
    protocols for service excellence. Ensures that customer problems are
    identified and resolved.
4Ps Core Organisational
Capabilities (Purpose, People, Performance and Partnership):
Purpose:
  • Understand and communicate the
    Strategic Objectives:
    Understands WFP’s Strategic Objectives
    and the link to own work objectives.
  • Be a force for positive change:
    Flexibly adapts individual contributions to accommodate changes in
    direction from supervisors and internal/external changes (such as evolving
    needs of beneficiaries, new requirements of partners).
  • Make the mission inspiring to our
    team:
    Recognizes and shares with team members the ways in
    which individual contributions relate to WFP’s mission.
  • Make our mission visible in everyday
    actions:
    Sets own goals in alignment with WFP’s overall
    operations, and is able to communicate this link to others.
  • People:
  • Look for ways to strengthen people’s
    skills:
    Assesses own strengths and weaknesses to increase
    self-awareness, and includes these in conversations on own developmental
    needs.
  • Create an inclusive culture:
    Participates in open dialogue, and values the diverse opinion of others,
    regardless of background, culture, experience, or country assignment.
  • Be a coach & provide
    constructive feedback:
    Proactively seeks feedback and coaching
    to build confidence, and develop and improve individual skills.
  • Create an “I will”/”We will” spirit:
    Participates in accomplishing team activities and goals in the face of
    challenging circumstances.
Performance:
  • Encourage innovation & creative
    solutions:
    Shows willingness to explore and experiment with
    new ideas and approaches in own work.
  • Focus on getting results:
    Consistently delivers results within individual scope of work on time, on
    budget and without errors.
  • Make commitments and make good on
    commitments:
    Commits to upholding individual accountabilities
    and responsibilities in the face of ever-changing country or functional
    priorities.
  • Be Decisive: Makes
    rational decisions about individual activities when faced with uncertain
    circumstances, including in times of ambiguity regarding information or
    manager direction.
Partnership:
  • Connect and share across WFP units:
    Seeks to understand and adapt to internal or cross-unit teams’ priorities
    and preferred working styles.
  • Build strong external partnerships:
    Demonstrates ability to understand and appropriately respond to and/or
    escalate needs of external partners.
  • Be politically agile &
    adaptable:
    Portrays an informed and professional demeanor
    toward internal and external partners and stakeholders.
  • Be clear about the value WFP brings
    to partnerships:
    Provides operational support on analyses and
    assessments that quantifies and demonstrates WFP’s unique value as a
    partner.
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: 6th  April 2017
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