Administration Assistant G5 (130164)
Location: DAR ES SALAAM
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.
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Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
ABOUT WFP
The
United Nations World Food Programme is the world's largest humanitarian
agency fighting hunger worldwide. The mission of WFP is to help the
world achieve Zero Hunger in our lifetimes. Every day, WFP works
worldwide to ensure that no child goes to bed hungry and that the
poorest and most vulnerable, particularly women and children, can access
the nutritious food they need.
JOB PURPOSE
To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.
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KEY ACCOUNTABILITIES (not all-inclusive)
- Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
- Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
- Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
- Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
- Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
- Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
- Assist with management of WFP fleet of light vehicles and maintain Fleet Management System (FMS) Report showing related expenditure, fuels consumption, accident reports and provide technical input during evaluation of contracts for vehicle services.
- Maintain Fleet Management Report on WFP light vehicles showing related expenditure, fuel consumption, accident reports and provide technical input during evaluation of contracts for vehicle services
- Ensure all vehicles are MOSS compliant and have comprehensive records which are easy to access at all times.
- Do minor repairs, assist in identifying garage for vehicle repairs and administer all contracts for vehicle service and maintenance in Dar-es-Salaam and the Sub offices.
- Coordinate insurance of all vehicles and report accidents for insurance claims in a timely manner; ensure accidents are reported timely and proper documentation is submitted for insurance claims.
- Ensure quality spare parts are procured; monitor re-order levels and account for consumption of tires and spare parts; ensure proper management of stock of vehicle spare parts and consolidate quarterly reports on usage of spare parts
- Perform other tasks as assigned
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STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Language: Fluency (level C) in English and Swahili language is required.
FUNCTIONAL CAPABILITIES
- Capability Name Description of the behaviour expected for the proficiency level
- Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights.
- Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.
- Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
- Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
- Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
- Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
- Has supported in providing ad-hoc guidance to new staff members
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TERMS AND CONDITIONS
ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.
DEADLINE FOR APPLICATIONS
DEADLINE FOR APPLICATION IS 24TH NOVEMBER 2020.
Female applicants and qualified applicants from developing countries are especially encouraged to apply
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
No
appointment under any kind of contract will be offered to members of
the UN Advisory Committee on Administrative and Budgetary Questions
(ACABQ), International Civil Service Commission (ICSC), FAO Finance
Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection
Unit (JIU) and other similar bodies within the United Nations system
with oversight responsibilities over WFP, both during their service and
within three years of ceasing that service.
