Administrative Assistant Job Vacancy – UN

UN World Food Programme – Somalia

Vacancy Announcement No. VA-011/2015

Position No. 15-0017847
Post Title: Administrative Assistant
Contract type: Service Contract

Post Grade: SC5
Duty Station: Dolow
Duration: One year (Initial)
Date of issue: 21st May 2015
Closing Date: 3rd 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 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:
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.