Administration Officer UN Job Careers – United Nations World Food Programme (WFP)

Job
Title:             
 Administration
Officer
Organization: United
Nations World Food Programme (WFP)
Duty Station: 
Kampala, Uganda
Reports to: Head
of 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.
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.
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.
Deadline: 5th June 2018
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latest jobs, please visit https://www.theugandanjobline.com or
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