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Job Title:    Administrative Officer (Fleet)

Organization: United Nations World Food Programme (WFP)

Duty Station: Kampala, Uganda

Reports to: Head of Administration

About WFP:

United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to United help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

Job Summary:  The Administrative Officer (Fleet) role reports directly to the Head of Administration, based in Kampala and working closely with the Area offices.

The incumbent will support effective delivery and maintenance of client-focused, value-for money oriented quality administrative practices.  The incumbent is expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines or practices including being able to recommend a course of action to staff at various levels.

Key Duties and Responsibilities:

• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Facilitate travel arrangements and protocol related support to unit staff, maintain and share information, to contribute to the provision of a safe and comfortable working environment.
• Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
• Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
• Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources
• Provide support to Bilateral Service Provision activities, following standard processes and facilitating, directly or indirectly, the effective delivery of services to Partners.
• Respond to a variety of technical queries/requests for support, following standard processes, and obtaining guidance as required, to ensure timely and accurate resolution of all enquiries with a high standard of client service mind-set.
• Monitor Partner and WFP’s Strategic Inventory management processes to track trends and account for the inventory status from source to beneficiary.
• Collect and compile data, produce and/or contribute to reports (e.g., SPRs, financial closure, physical inventory,) and ensure information accuracy in corporate systems in support to informed decision making.
• Perform any other duties as deemed necessary.

Qualifications, Skills and Experience:

• The applicant for the United Nations World Food Programme (WFP) Administrative Officer (Fleet) job should hold a University degree in Business or Public Administration or related field obtained from a recognized institution. Postgraduate professional training in management or administration will be an added advantage.
• At least five years professional experience in similar position gained either in WFP or from an equally reputable organisation.
• Demonstrated ability to perform all routine administrative activities in line with WFPs operating standards through day-to-day work.
• Ability to provide ad-hoc administrative guidance to other staff.
• Ability to convert business plans into clear actions for team members to support the implementation of the programme.
• Ability to collect and report data to draw out fact-based insights.
• Ability to demonstrate basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.
• Ability to monitor trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
• Demonstrate 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.
• Ability to monitor and supervise administrative work against the established standards and protocols for service excellence.
• Ability to ensure that customer problems are identified and resolved.
• Demonstrate proficient digital skills in using Microsoft Word, Excel, PowerPoint, Outlook and Teams.
• Language: Fluency in written and oral English language.

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. WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

 
How to Apply:

All suitably qualified candidates who wish to join the United Nations World Food Programme (WFP) are encouraged to apply online at the link below

Click Here

Deadline: 17^th December 2021

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