The Ugandan Jobline

• Prepare and support quarterly forecast
  expenditure (budget) for the CDPs and forward it for integration in the
  unit’s budget plan.
• Record, coordinate & seek approval for
  destruction of old files and ensure retrieval of the old files for
  recycling as necessary.
• Prepare and submit regular reports on
  Administration tenders for aged/overstayed, obsolete and damaged stock as
  necessary.
• Ensure vehicle inspection reports are
  submitted monthly;
• Ensure that all pre-service contracts and
  agreements are adhered to for timely renewal /cancellation through timely
  submission of evaluations.
• Ensure there are valid contracts with the
  landlords of both warehouses and parking yards.
• Ensure all warehouse assets such as
  furniture and equipment are inventoried and tracked and updated monthly.
• Ensure staff separation/handover reports
  are properly filed.
• Supervise and maintain an orderly
  warehouse filing system and archives and ensure easy retrieval of
  documents.
• Manage the warehouse stationery store and
  ensure proper stock control (timely re-order level) and a prudent, cost
  effective utilization by both Nalukolongo and Tororo CDPs.

• Make/create the section’s Organogram
  (Chain of command or Organizational Chart) to align with the rest of the units
  & organisation.
• Complete drivers’ PACE and also Follow up
  on all staff PACE
• Submit Staff Training Plan as necessary
• Follow-up and control daily
  attendance/absence of WFP staff.
• Prepare the Annual attendance/leave staff
  sheet
• Prepare monthly over-time request for
  onward submission for clearance and settlement.
• Compute daily Security guards’
  attendance/absence and consolidate the same in to the monthly attendance
  report.
• Keenly monitor and compute staff Leave

• Ensure timely preparation and submission
  of the Cleaning Services payment request.
• Ensure Air Conditioners are serviced
  quarterly or as per schedule.
• Prepare PRs for CDP/ EDP requirements
  whenever required
• Enter all Logistics PRs and GRNs into
  WINGS
• Enter all strategic Fleet and Warehouse
  staff TA/TECs into WINGS.
• Ensure all Weighing Scales (For CDPs &
  EDPs), are serviced in time (every six months).
• Ensure Goods Received Note (GRN) for all
  deliveries are promptly made & submitted to procurement for processing
  & payment.
• Ensure timely preparation of payment
  request for utilities such as, UMEME, NWSC, etc.
• Ensure cross boarder waybills are promptly
  identified, scanned, sent to clearing agents for timely release of URA
  documents.
• Ensure proper management of all Non Food
  Items
• Request and handle Petty Cash as and when
  required.
• Open the Stores/containers and ensure they
  are properly locked with seals.

• The ideal candidate for the United Nations
  UN World Food Programme (WFP) Administration Assistant job opportunity
  should hold a Bachelor’s degree or Diploma in Secretarial/Business Studies
  obtained from a recognized institution
• Proven ability to perform all routine
  administrative activities in line with WFPs operating standards through
  day to day work
• Experience in supporting and providing
  ad-hoc guidance to new staff members
• Fluency in both oral and written English

• 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.

• Understand and communicate the
  Strategic Objectives: Understands WFP’s Strategic Objectives
  and the link to own work objectives.
• Be a force for positive change:
  Flexibly adapts individual contributions to accommodate changes in
  direction from supervisors and internal/external changes (such as evolving
  needs of beneficiaries, new requirements of partners).
• Make the mission inspiring to our
  team: Recognizes and shares with team members the ways in
  which individual contributions relate to WFP’s mission.
• Make our mission visible in everyday
  actions: Sets own goals in alignment with WFP’s overall
  operations, and is able to communicate this link to others.
• People:
• Look for ways to strengthen people’s
  skills: Assesses own strengths and weaknesses to increase
  self-awareness, and includes these in conversations on own developmental
  needs.
• Create an inclusive culture:
  Participates in open dialogue, and values the diverse opinion of others,
  regardless of background, culture, experience, or country assignment.
• Be a coach & provide
  constructive feedback: Proactively seeks feedback and coaching
  to build confidence, and develop and improve individual skills.
• Create an “I will”/”We will” spirit:
  Participates in accomplishing team activities and goals in the face of
  challenging circumstances.

• Encourage innovation & creative
  solutions: Shows willingness to explore and experiment with
  new ideas and approaches in own work.
• Focus on getting results:
  Consistently delivers results within individual scope of work on time, on
  budget and without errors.
• Make commitments and make good on
  commitments: Commits to upholding individual accountabilities
  and responsibilities in the face of ever-changing country or functional
  priorities.
• Be Decisive: Makes
  rational decisions about individual activities when faced with uncertain
  circumstances, including in times of ambiguity regarding information or
  manager direction.

• Connect and share across WFP units:
  Seeks to understand and adapt to internal or cross-unit teams’ priorities
  and preferred working styles.
• Build strong external partnerships:
  Demonstrates ability to understand and appropriately respond to and/or
  escalate needs of external partners.
• Be politically agile &
  adaptable: Portrays an informed and professional demeanor
  toward internal and external partners and stakeholders.
• Be clear about the value WFP brings
  to partnerships: Provides operational support on analyses and
  assessments that quantifies and demonstrates WFP’s unique value as a
  partner.

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