UN Admin Jobs – Business Support Assistant at United Nations World Food Programme (WFP)

Job Title:         Business Support Assistant    
Organization: World Food
Programme (WFP)
Duty Station: Uganda
Reports to: Programme Policy
Officer
Position Grade: G4
Reference Number: 16-0022531
About US:
The UN 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.
Job Summary: The Business
Support Assistant will provide finance, human resource and administrative
support to the UN World Food Programme (WFP) field office.
Key Duties and
Responsibilities: 
·        
Prepare and submit quarterly inventory reports
for the WFP property at the Field-Office;
·        
Regularly monitor use of Field Office stationery
and prepare quarterly requests for stationery;
·        
Set up, classify and maintain files in liaison
with the administration unit at Country Office;
·        
Draft correspondence related or Field – Office
official matters;
·        
Organize staff weekly meetings, prepare minutes
and circulate them to all staff;
·        
Supervise drivers and other support staff at the
Kaabong Field-Office;
·        
Co-ordinate with Programme Associate and Senior
Logistics Assistant in the preparation of weekly and monthly travel work plans;
make travel arrangements for staff by allocating drivers as per the weekly
plans in liaison with the drivers/or their focal person;
·        
Prepare and submit transport related reports;
request for repairs, monthly kilometre readings and vehicle service reports to
transport section at head office;
·        
Manage Petty Cash and Sub imprest disbursements;
·        
Prepare budgets for the Field Office and its
variance analysis;
·        
Prepare all payments vouchers required for any
financial transactions in a timely manner;
·        
Prepare financial submissions and follow up
replenishment at the Country Office level;
·        
Serve as a Bank Agent for Kaabong Field -Office
and ensure confidentiality of cash transactions between the bank and office.
Keep all bank documents in safe custody;
·        
The incumbent will collect monthly bank
statements and carry out Fund and Bank reconciliation;
·        
Ensure that financial procedures and regulations
are followed and timely update staff on any changes on existing policies and
guidelines on finance and ensure compliance;
·        
Compile monthly Police and Security Guards
attendance summary and process payment documents for approval of HOFO, prior to
forwarding to the Country Office;
·        
Support the HOFO in local purchasing of office
supplies and materials;
·        
The incumbent will verify claims of vendors and
connectivity with administrative rules and regulations;
·        
Confirm the availability of funds for project
operations prior to review by supervisor and also prepare necessary requests
and approvals prior to making any payments;
·        
Ensure timely and accurate preparation of
weekly, monthly and quarterly reports as per financial and administrative
guidelines and formats in collaboration with Logistics and Programme staff;
·        
Maintain records on guest house revenues;
receive cash payments, make deposits in the bank, and compile reports.
·        
Regularly monitor staff attendance and prepare
monthly staff attendance reports;
·        
The jobholder will maintain staff personal files
and ensuring confidentiality of documents are adhered to at all times;
·        
Work closely with Human resources at head office
on issues affecting staff at the Field Office for solutions;
Qualifications, Skills and
Experience:
·        
The applicants for the United Nations UN World
Food Programme (WFP) Business Support Assistant 
job opportunity should hold a Diploma in Secretarial studies, Business
studies, Business Administration or related field obtained from a recognized
institution;
·        
A minimum of four (4) years’ working experience
in secretarial work or general administrative duties;
·        
Previous experience of working in hard to reach
areas;
·        
Proficiency in both oral and written English is
essential;
·        
Computer literacy i.e. proficiency in Ms Office.
How to Apply:
All candidates who desire to join the United Nations World Food Programme are encouraged to submit their applications online at the link below.
Deadline: 7th November 2016
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