UN World Food Programme – Somalia
Job Advertisement (Re-Opened For 5
Days)
Vacancy Announcement No. VA-011/2015
Position No. 15-0017847
Post Title: Administrative Assistant
Post Grade: SC5
Duty Station: Dolow
Duration: One year (Initial)
Date of issue: 19th June 2015
Closing Date: 23rd June 2015
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
Finance and Administration Officer and the overall supervision of the Head of
Sub-Office, 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;
- Maintain a selected number of administrative
control records, such as for commitments and expenditures, travel,
insurance, human resources and procurement;
- Initiate and process administrative actions
such as those found in human resources, travel, procurement, disbursement;
- Follow up with Sub-Office and/or Country
Office on all procurement related issues;
- Assist with day to-day administration of
contracts with external contractors; check contractors’ invoices against
the goods and services provided and process payments;
- Review supporting documentation, verify claims
for action and conformance with administrative rules and regulations;
- Review status of relevant expenditures and compare
with approved budget; Assist in preparation of budget performance
submissions;
- Monitor status of expenditures and allotments
through WFP corporate systems;
- Make computations, calculations and estimates
and prepare various reports or periodic reports including tables, charts,
statistics;
- 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 moderately complex correspondence
related to the area of responsibility;
- Search for, retrieve, compile, assemble and
archive a variety of statistical data from computer files, records,
reports;
- Provide analysis as requested;
- Maintain vehicle and generator logbooks and
fuel consumption records;
- Carry out periodic physical count of WFP
inventory items;
- Carry out customs clearance for all incoming
and outgoing cargo;
- Supervise the operations of the WFP
Guesthouse-bookings, billing etc.;
- Make travel arrangements in line with
administrative rules and procedures;
- Coordinate and/or arrange meetings such as
workshops and seminars;
- Set up, classify and maintain files;
- 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:
- Go to: http://i-recruitment.wfp.org/vacancies/15-0017847
- 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.