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UN Administration Officer Job Opportunities – United Nations World Food Programme (WFP)
Job
Title: Administration Officer
Title: Administration Officer
Organization: United Nations World Food Programme (WFP)
Duty Station: Kampala, Uganda
Reports to: Head of
Programme
Programme
Grade: NOB
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.
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 Officer will actively contribute to daily planning and delivery
of quality, customer-focused, value for money administrative services that
enable staff in country/location operations to deliver food assistance to
beneficiaries, in line with WFP’s strategy.
Administration Officer will actively contribute to daily planning and delivery
of quality, customer-focused, value for money administrative services that
enable staff in country/location operations to deliver food assistance to
beneficiaries, in line with WFP’s strategy.
Key Duties and Responsibilities:
- The jobholder evaluates and monitors
administrative services and recommends changes in policies, systems and
procedures to align with changing business needs and objectives. - Implements WFP official systems in the
office; drafts correspondence and internal procedural directives relating
to administrative matters and ensure WFP’s administrative resources are
fully and properly accounted for and that internal control systems are
adequate and functioning. - Assesses expenditure in administration for
previous years; estimates new requirements and prepare budget plans for
designated areas of work. - Represents WFP-UGA CO in the Operations
Management Team (UN Inter-Agency), on matters of Common interests. Coordinates the implementation of UN
Common services for efficiency, cost effectiveness and timeliness of
operations and services. - Participates in the Non-Food Items (NFI)
Procurement Contracts Committee to evaluate all contracts for NFIs. Assists in the negotiation of contracts
with vendors and service providers to ensure cost-effective services,
quality and timely service. - Supervises staff in key Administrative
areas listed below using the Results Based Management approach by
reviewing staff PACE, training and development needs, staff performance
Management, unit Performance statistics and the unit Work plan. - Asset Management; Ensures
proper custody of all WFP assets and compliance with WFP rules and
regulations for all acquisitions, donations, transfers, disposals, loss
and write-off.Ensures entries made in the Global Equipment Management
System (GEMS) are reconciled to give a fair representation of the
financial value of assets.Spot checks inventory items and verifies against
the GEMS, recommends to the Local Property Survey Board (LPSB) for
disposal and follow up insurance claims for any loss. Evaluates inventory
status and transactions in the database; report anomalies and
discrepancies for timely action. - Fleet Management; Maintains an
adequate and competent fleet; ensures reconciliation of accounts for fuel
replenishment, vehicle maintenance and service, duty refund claims; and
administers contractual agreements with fuel and garage companies by
provision of supervisory support to the Senior Admin Assistant
(Transport), and reconciling accounts with Procurement and Finance units. - Stores Management; Ensures
adequate stock of office supplies by reconciling receipts and issues. Spot
checks items in stores to reconcile receipts, issues and re-order level;
verify quarterly replenishment requests; reconciles quarterly
replenishment orders against goods received notes. - Office Equipment, Service and Maintenance;
Generators are a Minimum Residential Security requirement (under MORSS),
while other office equipment are operational requirements. Administers
contractual agreements for service and maintenance of office Generators
and other office machines including official mobile phones. - Ensures protocol activities are well coordinated
and assignments accomplished. Monitors the weekly activity matrix of
Protocol activities to ensure proper coordination and accomplishment of
tasks. - Ensures proper management of staff travel,
Registry and Official premises to verify expenditure allotment and
accountability of WFP-UGA CO funds. - Provides technical guidance and support to
WFP sub offices. - Prepares and analyzes monthly
Administration reports. - Manages the execution and renewal of
Administration service contracts and lease agreements. - Manages WFP Guest Houses and MoUs for UN
Common services in Kotido, Moroto and other offices entitled for Guest
House set up.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations
UN World Food Programme (WFP) Administration Officer job opportunity
should hold a Masters degree in Business/Public Administration, or other
relevant fields relating to office management and administration. - Five years of professional experience with
progressive responsibilities in the area of Administration is required. - Previous experience in administrative
environment with highly recognized private sector and/or Public Sector
including multinational, and/or International is also required. - Previous experience in dealing with
Government Protocol Institutions would be an added advantage. - Experience in Civil Engineering field
would be an added advantage - Has gained experience in administration.
- Has provided direction and instruction to
more junior staff members within area of expertise. - Computer Skills: Proficiency in MS Office
(Word Processor, Excel Spreadsheet, Power Point, etc.). - Language: Fluency in both oral
and written communication in both English and Arabic.
Desired:
- Previous experience in administration.
- Has provided direction and instruction to
more junior staff members within area of expertise.
Personal Competencies:
- Business Support Services &
Reporting: Applies strong ability to identify country level
requirements and develop customer focused solutions and action plans.
Communicates data-based findings in a highly impactful way that is
tailored to the audience. - Internal Controls & Risk Management
for Administration and Engineering: Demonstrates in-depth
knowledge of internal controls and proper accounting procedures and
systems to recommend improvements where necessary to address current
weaknesses, mitigate risks to mission-critical WFP operations and maximise
client satisfaction. - Resource Management for Administration
and Engineering: Oversees staffing for HQ and Field resources at
the programme level, taking resource usage trends and forecasting data
into account. - Specialised Knowledge in Administrative
Services: Applies advanced theoretical understanding of
administration best practice, concepts and principles and thorough
knowledge of WFP standards , processes and infrastructure to ensure
continuous improvement in the provision of efficient and effective
administration services, resolving complex issues as they arise. - Customer Focus: Proactively
monitors performance and delivers high quality service to meet the needs
of customers, requesting customer feedback and taking ownership of
customer problems that arise. Pre-empts needs of customers based on
experience.
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.
are encouraged to submit their applications online at the link below.
Deadline: 19th March 2018
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