The Ugandan Jobline

• 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.

• 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.

• Previous experience in administration.
• Has provided direction and instruction to
  more junior staff members within area of expertise.

• 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.

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