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.