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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

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline




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