National Administration Officer
Grade : Fixed Term (NOA)
Duty Station : WFP’s Regional Bureau for East & Central Africa, based in Nairobi
Salary : As per UN Salary Scale
The United Nations World Food Programme (WFP) is looking for a qualified candidate to fill the post of National Administration Officer in support of the Regional Bureau for East & Central Africa (OMN), based in Nairobi, Kenya.
Duties and Responsibilities:
Under the direct supervision of the Senior Regional Finance Officer, the National Administration Officer will be responsible for the following tasks:
- Evaluate and
monitor administrative services and recommend changes in policies, systems
and procedures to ensure services are aligned with changing business needs
and objectives;
- Ensure WFP’s
assets and other resources under his/her responsibility are fully and
properly accounted for and that internal control systems are adequate and
functioning;
- Coordinate
timely recording of RB assets and regular reconciliation of the same
ensuring that applicable IPSAS standards are observed in the recording of
these assets;
- Act as WINGS
Local Process Expert (LPE) for travel and administration for OMN and
ensure that appropriate guidance is provided to RB and OMN COs on matters
relating to travel and administration;
- Ensure that
contracts under Administration section’s responsibility are regularly
reviewed and assessed to ensure that services provided by contractors are
effective, efficient and economical for the RB;
- Assess
expenditure in administration (office premises, assets, travel, etc.) for
previous years; estimate new requirements and prepare budget plans for
designated areas of work;
- Supervise the
administration of WFP RB premises to ensure efficiency, cost-effectiveness
and timeliness of operations and services;
- Oversee the
identification of office technology needs and maintenance of equipment in
coordination with relevant Units;
- Review adequacy
of office space requirements and make recommendations as appropriate;
- Assist or
negotiate contracts with vendors and service providers to ensure
cost-effective services and of quality and timely service;
- Supervise the
timely recording of inventory and other assets, including office supplies
and other consumables, sale, disposal and transfer of office assets ;
evaluate, on a regular basis, the inventory status and transactions in the
asset database; report anomalies and discrepancies for timely action;
- Draft
correspondence and internal procedural directives relating to
administrative matters;
- Evaluate
performance of supervised staff;
- Provide guidance
and/or supervision to supervised staff; and
- Perform other
related duties as required.
Expected
Results:
- Provide
efficient administrative support by applying specialized expertise with
respect to a range of administrative tasks including management of a team
in Regional Bureau.
- Issues are
identified and recommendations provided for improvement of services.
- Efficient use of
resources at all times.
- Monitoring
budgets and providing accurate and complete reports in the area of
responsibility.
Critical
Success Factors:
- Resourcefulness,
initiative, maturity of judgment, tact; effective working relations in
support of work conducted by other officers.
- Ability to
prioritize work and handle multiple tasks at the same time.
- Ability to deal
patiently and tactfully with people of different national and cultural
backgrounds.
Qualifications
and Experience
- Education: University
degree in Business/Public Administration, Engineering, or other fields
related to office management and administration.
- Experience: At least one
year of post graduate professional experience in administration or
facilities management.
- Knowledge: Training and/or
experience utilizing computers, including word processing, spreadsheet and
other standard WFP software packages and systems. General knowledge of UN
system policies, rules, regulations and procedures governing
administration.
- Language: Fluency in
both oral and written communication in English essential.
Other
desirable skills:
Relevant
experience in UN or NGO administrative management environments; proficiency in
a second official WFP language, preferably French
Interested Kenyan nationals meeting the above qualifications are required to submit their applications together with detailed curriculum vitae, copies of education certificates, names and telephone numbers or email addresses of three work referees by e-mail to: wfp.omnhr@wfp.org quoting the VA no. and the title of the position in the subject line.
Applicants should also complete and submit a Personal History form (P.11) available on the following link http://www.unon.org/docs/P11.doc.
Closing date: 04 June 2013.
Applications
must be received by the deadline.
Late
applications will not be considered.
Only
short-listed candidates meeting all essential qualifications will be contacted.
NB: WFP does not charge fees from applicants at any stage during the recruitment process.