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UN Administration Assistant Job Careers - United Nations World Food Programme (WFP)


Organization: United Nations World Food Programme (WFP)
Duty Station:  Mbarara, Uganda
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 effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

Key Duties and Responsibilities: 
  • Keenly verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
  • Responsible for provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP Mbarara Field Office (FO) and Satellite Office staff through respective team leaders.
  • Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP Mbarara FO resources.
  • Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
  • Coordinate the activities of a team of staff working in the field office and satellite offices, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
  • Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
  • Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
  • Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.


Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations UN World Food Programme (WFP) Administration Assistant job placement should hold a Bachelor’s degree in Secretarial/Business Studies, Social Sciences, Business Administration obtained from a recognized institution, desirable.
  • At least Five years of work experience in general administrative duties
  • Fluency in both oral and written English;
  • Knowledge of one or more of the local language dialects is an added advantage;
  • Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
  • Knowledge of work routines and methods in order to complete processes under minimal supervision.
  • Possess skills in using tact and courtesy to give and receive information to a wide range of individuals.
  • Ability to identify data discrepancies and rectify problems requiring attention.
  • Ability to offer guidance or basic on-the-job training to more junior staff.
  • Demonstrated ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
  • Has supported in providing ad-hoc guidance to new staff members

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.

NB: Female applicants and qualified applicants from developing countries are especially encouraged to apply

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: 28th March 2019

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