Administration Assistant G5
World Food Programme
Maputo, Mozambique
há 23 horas

JOB PURPOSE

The United Nations World Food Programme (UN 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.

  • The core policies and strategies that govern WFP activities are : save lives in emergency situations; improve the nutrition and quality of life of the most vulnerable people;
  • and to help build assets and promote the self-reliance of poor people and communities, particularly through conditional food for work and training programmes.

    To support effective delivery and maintenance of client-focused, value-for money oriented quality administrative practices, WFP is looking for a highly qualified Administrative Assistant to join the Administration team based in Maputo

    At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines / practices.

    Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff

    STANDARD MINIMUM QUALIFICATIONS

    Education : Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

    General Service (Field) : Fluency in English and Portuguese, is mandatory.

    KEY ACCOUNTABILITIES (not all-inclusive)

  • Supervises proper management of WFP Assets Management Database for WFP Mozambique and ensures assets reconciliation is done.
  • Submits on annual basis the inventory report for the Country Office highlighting missing items, damaged and ensures that procedures are followed as per Administrative directives.

  • Proposes members and alternates for the establishment of the Local Property Survey Board by the Country Director;
  • Verifies fixed assets and reconciles it with Assets Management Register ensuring IPSAS compliance;
  • Provides feedback to audit queries pertaining to administrative services in Country Office and ensures implementation of audit recommendations;
  • Ensures full IPSAS compliance pertaining Administrative Services (timely raising requisitions, recognition of expenditures, assets management, properties, timely and correct disbursements, etc);
  • Ensures timely preparation of the statistical tables and standard reports, including, but not limited to assets management, services procurement, variances, etc.
  • Oversees the data input into administrative or databases by administrative staff and provides guidance on data input and validation.

  • Maintains data integrity in the database, controls programs, analyze results and initiates corrective actions when necessary;
  • Raises Purchase Requisition for office recurring expenditures for the required goods / services, effects GRN / SES on time and follows up with Finance on timely settlement of the invoices;
  • Ensures proper receipt of NFI items, correct valuation and record in the Assets Management Database;
  • Design and update charts and tables utilizing graphic tools, design hard copy initiate, update and track computer assisted processing of administrative actions
  • 4Ps CORE ORGANISATIONAL CAPABILITIES

    Purpose

  • Understand and communicate the Strategic Objectives : Helps teammates articulate WFP’s Strategic Objectives.
  • Be a force for positive change : Suggests potential improvements to team’s work processes to supervisor.
  • Make the mission inspiring to our team : Explains the impact of WFP activities in beneficiary communities to teammates.
  • Make our mission visible in everyday actions : Articulates how own unit’s responsibilities will serve WFP’s mission.
  • People

  • Look for ways to strengthen people's skills : Trains junior teammates on new skills and capabilities.
  • Create an inclusive culture : Seeks opportunities to work with people from different backgrounds.
  • Be a coach & provide constructive feedback : Serves as a peer coach for colleagues in same area of work.
  • Create an I will / We will spirit : Tracks progress toward goals and shares this information on a regular basis with supervisor.
  • Performance

  • Encourage innovation & creative solutions : Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
  • Focus on getting results : Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
  • Make commitments and make good on commitments : Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
  • Be Decisive : Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
  • Partnership

  • Connect and share across WFP units : Suggests opportunities for partnering with other units to supervisor.
  • Build strong external partnerships : Identifies opportunities to work with colleagues and partners in the field towards common goals.
  • Be politically agile & adaptable : Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
  • Be clear about the value WFP brings to partnerships : Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
  • 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. OTHER SPECIFIC JOB REQUIREMENTS

    This section is optional to describe additional responsibilities & knowledge required for the specific job

    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
  • DEADLINE FOR APPLICATIONS

    No later than : 26.02.2020

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