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Administrative Assistant Job in UN

UN World Food Programme – Somalia

Vacancy Announcement No. VA-053/2013 (Position Number: 14-0015206)

Post Title: Administrative Assistant

Contract type: Service Contract

Post Grade: SC5

Duty Station: Bossaso

Duration: One Year (Initial)

Closing Date: 23rd June 2014

Organizational background: The World Food Programme Somalia activities include food assistance for relief, emergency school feeding, humanitarian air and logistics services, food coordination and emergency rehabilitation projects.

This position is open to qualified Somali candidates with good knowledge of the local area. Female candidates in particular, are encouraged to apply.

Major Duties and Responsibilities:

Under the direct supervision of the Senior Administrative/Finance Assistant and the overall supervision of the Administration/Finance Officer, the incumbent will be responsible for the following duties:-
  • Extract and input data from various sources in administrative, human resource, procurement and other WFP corporate systems;
  • Acquaint with administrative standard Operating Procedures (SOPs) and ensure all administrative activities are conducted in accordance with administrative rules and regulations;
  • Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
  • Reconcile suppliers’ invoices with the purchase orders and supporting documents, initiate purchase requests and follow up with payment to vendors. 
  • Ensures that administrative  services received are recognized on time as per IPSAS guidelines;
  • Manage office vehicles fleet, including supervision of drivers;
  • Controls inventory items and maintains updated records on location and produce regular reports as necessary;
  • Acts as the  premises and guest house focal point for the office and guesthouse;
  • Supervise the outsourced company for cleaning janitorial and guest house  services;
  • Ensure timely reservation of Guesthouse rooms  and assist with follow-up on recoveries;
  • Manages office stationary and supply stock and ensures consumption reports are submitted  on regular basis;
  • Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
  • Draft vehicle hire contracts for field mission;
  • Draft correspondence relating to the area of responsibility;
  • Distribute tender documents to suppliers and follow-up on the submission;
  • Coordinate and arrange  facilities  for meetings , workshops or seminars;
  • Make travel arrangements in line with administrative rules and procedures;
  • Maintains proper filing system for administrative  documents;
  • Initiate and modify automated transactions;
  • Perform other related duties as required

Minimum Qualifications:

Education: Secondary school education.

Experience: At least four years of progressively responsible support work in general administrative work including at least one year in the field of accounting, human resources, administrative services or other related field. At least one year at G4 level or equivalent.

Language: Fluency in both oral and written communication in English and Somali is a requirement.

Knowledge: Knowledge of WFP manuals in the area of procurement. Experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems. 

General knowledge of UN system administrative policies, rules, regulations and procedures.

Interested and qualified candidates are requested to submit online applications only according to the following procedures:

Step 1: Create your online CV.

Step 2: Click on “Description” to read the position requirements and “Apply” to submit your application.

Note: You must complete Step 2 in order for your application to be considered for this vacancy.

Applications that do not meet the above requirements will be disregarded.

Only shortlisted candidates will be contacted.

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