Administration Assistant G5, Hargeisa

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

Posting Dates

Date of Issue: 7th August 2023 Closing Date: 21st August 2023

Organizational Background

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide and the 2020 Nobel Peace Prize Laureate. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.

This position is open to qualified Somali candidates. Female candidates, in particular, are encouraged to apply

Duties and Responsibilities

Check the provision of a range of services, including facilities and light vehicle management, Fuel management, etc., maintaining information, and reporting any discrepancies to the supervisor for consistent and timely delivery of services to contribute to the provision of a safe and comfortable working environment. Verify resource requirements in responsibility (WFP fleet, facilities, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services. Support the production of various data (FMS, vehicle mobility and green-house emissions); compile and prepare reports to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources. Adapt and update administrative processes, supporting the implementation of standard operating procedures, to contribute to the continuous improvement of administration services in responsibility. Answer a range of queries related to the provision of administrative services to support the resolution of daily issues. Provide training and guidance to staff in the interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients. Supervise the outsourced contractors providing a variety of services, including hired vehicles, cleaning, office maintenance and other recurrent services, to ensure service provision in accordance with WFP specifications; maintain a database of contract validity. Assist in assessing and maintaining necessary internal controls pertaining to various areas of administration and assist in implementing the recommendations. Supervise the office drivers, including scheduling of day-to-day activities and performance management.

Minimum Requirements

Education: Completion of secondary school education. A post-secondary certificate in administration or related functional areas is desirable.

Experience: Five (5) years of progressively responsible work experience in general administration-related work.

Language: Fluency in oral and written communication in English and Somalia is required.

Knowledge and skills:

• Broad or specialist knowledge of administration best practices, techniques and processes, and infrastructure in the area of responsibility; applies this to ensure the provision of efficient and effective administration services.
• Proficient in the use of office equipment and computer software packages, such as Microsoft Office, SAP
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention
• Ability to offer guidance or basic on-the-job training to more junior staff.

Applications Instructions

Interested and qualified candidates are requested to submit online applications through E-Recruitment.

Applications that do not meet the above requirements will be disregarded. Only shortlisted candidates will be contacted.

TERMS AND CONDITIONS

Contract Duration: 1 Year Initial Contract

DEADLINE FOR APPLICATIONS

Closing Date: 21st August 2023

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.