UN Jobs – Administrative Assistant – United Nations World Food Programme (WFP)
Job Title: Administrative Assistant
Organisation: United Nations World Food Programme (WFP)
Duty Station: Uganda
About US:
United Nations World Food Programme (WFP) 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. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.
Job Summary: In line with the UN Business Operations Strategy (BOS), the Administrative Assistant will support effective delivery and maintenance of client-focused, value-for money oriented quality administrative practices. The incumbent is expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines or practices including being able to recommend a course of action to staff at various levels.
Key Duties and Responsibilities:
- Respond to standard queries related to UN common services and provide timely and accurate guidance.
- Manage routine administrative and financial tasks and contribute to effective and timely management of resources.
- Maintain common services documentation and records to ensure that information is organized and readily available for staff.
- Prepare and maintain record of Regional Operations Management Team (ROMT) meetings.
- Manage common services assets ensuring regular maintenance including maintaining up-to-date inventory of all assets.
- Maintain cordial relationship with all UN agencies and staff individuals through provision of customer friendly business support, information sharing and service delivery.
- Supervise service providers for cleaning, fumigation and air conditioning services under UN inter-agency arrangement.
- Assist in preparation of UN common services budget, monitor budget utilisation and provide regular performance reports.
- Contribute to improvement of business procedures and processes.
- Collect and perform basic data analysis to contribute to quality business information management.
- Maintain accurate inter-agency fuel consumption records and ensure issuance of reports in a timely manner.
- Schedule preventive and routine maintenance of premises, equipment and fittings as may be necessary.
- Supervise and ensure that works done by contractors are performed promptly and according to specifications as stipulated and in compliance with the applicable policies, procedures, rules and regulations.
- Perform any other duties as may be required.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations World Food Programme (WFP) Administrative Assistant job placement should hold a University degree in Business or Public Administration or related field obtained from a recognized institution. Postgraduate professional training in management or administration will be an added advantage.
- At least five years professional experience in similar position gained in a UN Agency or from an equally reputable organisation.
- Proven ability to perform administrative activities in line with UN operating standards.
- Ability to provide ad-hoc administrative guidance to other staff.
- Ability to convert business plans into clear actions for team members to support the implementation of the programme.
- Ability to collect and report data to draw out fact-based insights.
- Ability to demonstrate basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.
- Ability to monitor trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
- Demonstrate a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of UN standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
- Ability to monitor and supervise administrative work against the established standards and protocols for service excellence. Strong people skills and great attention to detail.
- Flexibility is required, as The Incumbent must be on call to handle any emerging emergencies at any hour.
- Demonstrate proficient digital skills in using Microsoft Word, Excel, PowerPoint, Outlook and Teams.
- Language: Fluency in written and oral English language.
NB: Female applicants and qualified applicants from developing countries are especially encouraged to apply
How to Apply:
All suitably qualified candidates who wish to join the United Nations World Food Programme (WFP) are encouraged to apply online at the link below
Deadline: 11th March 2022
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