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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