Administration Assistant SC5

Admin

Overview

Support effective delivery of client-focused, quality administrative practices.

You have:

• Completion of secondary school education.
• A post-secondary certificate in the related functional area is desirable.
• At least four years of work experience, including at least two years in administrative services, preferably with an international organization.
• Fluency in both oral and written communication in English and Russian, knowledge of Kyrgyz considered an asset.
• Training and/or experience utilizing computers, including word processing, spreadsheet, presentation and other standard software packages and ERP systems.
• General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration is an asset.

The World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

JOB TITLE:

Administration Assistant

TYPE OF CONTRACT/LEVEL:

SC-5

UNIT/DIVISION:

Finance/Administration Unit

DUTY STATION (City, Country):

Bishkek, Kyrgyzstan

DURATION

Six months (renewable based on satisfactory performance)

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

Supervision received: The Administration Assistant is directly supervised by the Finance and Administration Officer.

KEY ACCOUNTABILITIES (not all-inclusive, within delegated authority):

Within delegated authority, the Administration Assistant will be responsible for the following duties:

General

1. Check the provision of a range of services, including travel, protocol related, office management, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
2. Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
3. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
4. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
5. Be a first point of contact for internal travel, protocol, visa queries, to facilitate the provision of efficient and effective resolution of issues.
6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
7. Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other units and offices as appropriate, in particular all the payments related to travel arrangements like flight tickets, visa, transportation costs, and other related documents.
8. Assists in the preparation of the monthly cash requests on travel, DSA and other relevant admin costs.
9. Provides support and inductions sessions to staff on travel and other relevant administrative procedures.

Travel, protocol, visa

10. Make travel arrangements in line with WFP administrative rules and procedures (tickets booking, visa support and visa arrangements, hotel booking, vehicle booking, communicating with other units on the travel plans, close collaboration with Travel Agency and other travel related issues).
11. Inputs, maintains, extracts travel records in the organization’s travel system and ensures its correctness and accuracy.
12. Liaises with relevant MFA departments and other state entities to obtain relevant clearances, accreditation, visa, permissions and etc. in relation to KGCO staff.

Office admin duties

13. Responsible for small office purchases and acting as an MPO (micro purchase order) focal point of KGCO, if nominated by the Country Director;
14. Responsible for office supplies, stationery including procurement, maintenance and distribution of supplies as required by staff and office;
15. Provides support to the office with logistical arrangements related to training/workshops/conferences etc., if required.
16. Handles office cargo shipments, mailing services.
17. Backstops the Administrative Associate during his/her absence;
18. Other as required and assigned by the supervisor.

FUNCTIONAL CAPABILITIES:

Capability Name

Description of the behaviour expected for the proficiency level

Business Support Services & Reporting

Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights.

Internal Controls & Risk

Management

Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.

Resource Management

Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.

Specialised Knowledge in Administrative Services

Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.

Customer Focus

Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: At least four years of work experience, including at least two years in administrative services, preferably with an international organisation.

Knowledge & Skills:

• Training and/or experience utilising computers, including word processing, spreadsheet, presentation and other standard software packages and ERP systems.
• General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration is an asset.

Language: Fluency in both oral and written communication in English and Russian, knowledge of Kyrgyz considered an asset.

TALENTED WOMEN ARE ENCOURAGED TO APPLY

We look for applicants with the highest integrity and professionalism who share our humanitarian values. We commit to promote diversity, gender parity and equality between men and women.

WFP strives to build a work environment that is safe and respectful, and free of sexual harassment and abuse of authority. We believe in open communication, and every individual at WFP is treated with respect regardless of gender, age, ethnicity, religious and political beliefs, etc.

Closing date: 23 February 2022

This position is open ONLY to Kyrgyz citizens or those authorized to live and work in the Kyrgyz Republic according to national regulations. Applicants who do not meet this criterion will not be considered for this position.

WFP does not charge any fees at any stage of its recruitment process.

Only candidates who are short-listed will be contacted.

Apply now

Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: wfp.org