UN’s World Food Programme Administration Jobs – Senior Administrative Assistant

Vacancy Announcement No: VA-20-2012
Grade: SB2/Q1
Contract Type: Service Contract
Duty Station: Moroto, Uganda
About WFP:
The World Food Programme (WFP) is the United Nations frontline agency against world hunger. It is the largest and longest serving humanitarian agency in Uganda. Currently WFP focuses on three prior­ity areas namely, Emergency Humanitarian Action (EHA); Food & Nutrition Security (FNS); and Agriculture & Market Support (AMS). WFP has operations in various parts of the Country. WFP cherishes and takes pride in its human resources; therefore we seek to recruit competent persons for the positions listed above:
Job Summary: Under the direct supervision of the Finance Officer or any other desig­nated officer, the incumbent will be responsible for the premises management which entails administrative, financial and procurement functions and will be required to undertake the following;-
Key Duties and Responsibilities:
·         Setting up and maintaining the premises cost recovery system;
·         Receive payments and issue receipt vouchers for accommodation;
·         Maintain accurate financial records of revenue and expenses of the guesthouse and premises;
·         Maintain petty cash and prepare monthly guest house records for submission to finance unit;
·         Supervise the cleanliness and tidiness of the premises, including guest house rooms, toilets, kitchen, dining area and veranda;
·         Provide the administration unit at Head Office with detailed expenditure and income;
·         Maintain a Guest Register, booking requests, check slots availability and coordinate housing and office accommodation of WFP and non- WFP staff;
·         Brief guests on guest house/premises rules & regulations;
·         Arrange for alternative bookings when the guest house is full;
·         Arrange for Airport pick up and drop off;
·         Prepare tender specifications for the supply and/ or maintenance of equipment;
·         Maintain inventory of premises/guest house furniture and utensils and prepare inventory reports on a quarterly basis, indicating repairs and /or replacements take place;
·         Develop quarterly schedules for preventive and routine maintenance of all site equipment and fittings;
·         Supervise and ensure that works done by contractors are performed promptly and according to specification and report to the Country Office accordingly;
·         Bring to the attention of the head of sub office any problems in the administrative area and suggest alternative solutions;
·         Supervise the cleaning services and generate monthly work plans for the cleaning staff (including controls for performance apprais­al);
·         Ensure that general maintenance requirements (electrical, plumbing, etc) of office and guest house facilities are addressed in a timely manner;
·         Perform other related duties as required.
Qualifications, Skills & Experience:
·         Bachelor’s degree in any of the following disciplines is desirable: Business Administration, Public Administration or any other related discipline obtained from a recognized institution;
·         At least five (5) years progressively responsible work experience including at least three years in administrative services i.e. finance accounting, budget, human resources, travel, procurement, audit or any other related field gained from a reputable organisation;
·         Good working knowledge and experience in using MS Office applications is a must; Good command of English is vital.
How to apply:
Ugandan nationals who meet the above requirements are requested to submit their applications together with detailed curriculum vitae, copies of certificates under confidential cover quoting on the envelop the vacancy announcement number and name of the applicant to: The Human Resources Officer UN World Food Programme, P. O. Box 7159, Kampala.
Hand delivered applications should be dropped in a box at the reception of WFP Offices at plot 17-19, Clement Hill Road. Applicants should check on the Notice-Board at the main entrance to confirm that their applications have been received one week after the closing date. Applications must be received by the deadline and only short listed candidates shall be contacted. Please note that incomplete submission will be disregarded.
Deadline: 19th October, 2012
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