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UN Administration Officer Job Opportunities – United Nations World Food Programme (WFP)

Job
Title:             
 Administration Officer
Organization: United Nations World Food Programme (WFP)
Duty Station:  Kampala, Uganda
Reports to: Head of
Programme
Grade: NOB
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: Saving lives
in Emergencies; Building Resilience through Predictable Safety Nets; Improving
Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to
Access Markets. WFP has operations in various parts of the Country.
Job Summary: The
Administration Officer will actively contribute to daily planning and delivery
of quality, customer-focused, value for money administrative services that
enable staff in country/location operations to deliver food assistance to
beneficiaries, in line with WFP’s strategy.
Key Duties and Responsibilities:
  • The jobholder evaluates and monitors
    administrative services and recommends changes in policies, systems and
    procedures to align with changing business needs and objectives.
  • Implements WFP official systems in the
    office; drafts correspondence and internal procedural directives relating
    to administrative matters and ensure WFP’s administrative resources are
    fully and properly accounted for and that internal control systems are
    adequate and functioning.
  • Assesses expenditure in administration for
    previous years; estimates new requirements and prepare budget plans for
    designated areas of work.
  • Represents WFP-UGA CO in the Operations
    Management Team (UN Inter-Agency), on matters of Common interests.  Coordinates the implementation of UN
    Common services for efficiency, cost effectiveness and timeliness of
    operations and services.
  • Participates in the Non-Food Items (NFI)
    Procurement Contracts Committee to evaluate all contracts for NFIs.  Assists in the negotiation of contracts
    with vendors and service providers to ensure cost-effective services,
    quality and timely service.
  • Supervises staff in key Administrative
    areas listed below using the Results Based Management approach by
    reviewing staff PACE, training and development needs, staff performance
    Management, unit Performance statistics and the unit Work plan.
  • Asset Management; Ensures
    proper custody of all WFP assets and compliance with WFP rules and
    regulations for all acquisitions, donations, transfers, disposals, loss
    and write-off.Ensures entries made in the Global Equipment Management
    System (GEMS) are reconciled to give a fair representation of the
    financial value of assets.Spot checks inventory items and verifies against
    the GEMS, recommends to the Local Property Survey Board (LPSB) for
    disposal and follow up insurance claims for any loss. Evaluates inventory
    status and transactions in the database; report anomalies and
    discrepancies for timely action.
  • Fleet Management; Maintains an
    adequate and competent fleet; ensures reconciliation of accounts for fuel
    replenishment, vehicle maintenance and service, duty refund claims; and
    administers contractual agreements with fuel and garage companies by
    provision of supervisory support to the Senior Admin Assistant
    (Transport), and reconciling accounts with Procurement and Finance units.
  • Stores Management; Ensures
    adequate stock of office supplies by reconciling receipts and issues. Spot
    checks items in stores to reconcile receipts, issues and re-order level;
    verify quarterly replenishment requests; reconciles quarterly
    replenishment orders against goods received notes.
  • Office Equipment, Service and Maintenance;
    Generators are a Minimum Residential Security requirement (under MORSS),
    while other office equipment are operational requirements. Administers
    contractual agreements for service and maintenance of office Generators
    and other office machines including official mobile phones.
  • Ensures protocol activities are well coordinated
    and assignments accomplished. Monitors the weekly activity matrix of
    Protocol activities to ensure proper coordination and accomplishment of
    tasks.
  • Ensures proper management of staff travel,
    Registry and Official premises to verify expenditure allotment and
    accountability of WFP-UGA CO funds.
  • Provides technical guidance and support to
    WFP sub offices.
  • Prepares and analyzes monthly
    Administration reports.
  • Manages the execution and renewal of
    Administration service contracts and lease agreements.
  • Manages WFP Guest Houses and MoUs for UN
    Common services in Kotido, Moroto and other offices entitled for Guest
    House set up.



Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations
    UN World Food Programme (WFP) Administration Officer job opportunity
    should hold a Masters degree in Business/Public Administration, or other
    relevant fields relating to office management and administration.
  • Five years of professional experience with
    progressive responsibilities in the area of Administration is required.
  • Previous experience in administrative
    environment with highly recognized private sector and/or Public Sector
    including multinational, and/or International is also required.
  • Previous experience in dealing with
    Government Protocol Institutions would be an added advantage.
  • Experience in Civil Engineering field
    would be an added advantage
  • Has gained experience in administration.
  • Has provided direction and instruction to
    more junior staff members within area of expertise.
  • Computer Skills: Proficiency in MS Office
    (Word Processor, Excel Spreadsheet, Power Point, etc.).
  • Language: Fluency in both oral
    and written communication in both English and Arabic.
Desired:
  • Previous experience in administration.
  • Has provided direction and instruction to
    more junior staff members within area of expertise.
Personal Competencies:
  • Business Support Services &
    Reporting:
    Applies strong ability to identify country level
    requirements and develop customer focused solutions and action plans.
    Communicates data-based findings in a highly impactful way that is
    tailored to the audience.
  • Internal Controls & Risk Management
    for Administration and Engineering:
    Demonstrates in-depth
    knowledge of internal controls and proper accounting procedures and
    systems to recommend improvements where necessary to address current
    weaknesses, mitigate risks to mission-critical WFP operations and maximise
    client satisfaction.
  • Resource Management for Administration
    and Engineering:
    Oversees staffing for HQ and Field resources at
    the programme level, taking resource usage trends and forecasting data
    into account.
  • Specialised Knowledge in Administrative
    Services:
    Applies advanced theoretical understanding of
    administration best practice, concepts and principles and thorough
    knowledge of WFP standards , processes and infrastructure to ensure
    continuous improvement in the provision of efficient and effective
    administration services, resolving complex issues as they arise.
  • Customer Focus: Proactively
    monitors performance and delivers high quality service to meet the needs
    of customers, requesting customer feedback and taking ownership of
    customer problems that arise. Pre-empts needs of customers based on
    experience.
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: 19th March 2018
For more of the latest jobs, please visit http://www.theugandanjobline.com or
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