UN World Food Programme – Somalia
Vacancy Announcement No. VA-053/2013
(Position Number: 14-0015206)
Post Title: Administrative
Assistant
Contract type: Service Contract
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.
