Administrative Associate SC 6 Bishkek

Administrative Associate SC 6

WFP KYRGYZSTAN COUNTRY OFFICE

Opened on 6 November 2020 - Closing on 20 November 2020

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.

Location****: Bishkek, Kyrgyz Republic

Supervision received: Administrative Associate will be directly supervised by the Finance and Administration Officer and under the general supervision of the Country Director.

JOB PURPOSE

To coordinate and provide high-quality, client-focused and value-for-money oriented administration services

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

1. Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.

2. Responsible for provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.

3. Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.

4. Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.

5. Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.

6. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.

7. Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.

8. Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of

OTHER SPECIFIC JOB REQUIREMENTS

This section is optional to describe additional responsibilities & knowledge required for the specific job

• Act as a WFP Country Office (CO) Asset Focal Point responsible to maintain the inventory list of relevant office equipment, furniture & fixtures and update their movement into WFP’s corporate Assets Management system;
• Responsible for CO light vehicle management including maintenance, managing fuel consumption, insurance, etc;
• Generate monthly, quarterly and annual reports as required by Finance and Administration officer and/or Regional Bureau;
• Prepare Admin Unit monthly cash forecast and submit to Finance;
• Create purchase requisition for relevant administrative services and goods to be purchased;
• Prepare the performance evaluation form for extension of the service/tendering for vendor;
• Supervise the staff who are working under his/her direct supervision at the CO;
• Verify accuracy and completeness of relevant Admin invoices and clear them for further processing and payment;
• Request and manage Operational advance, petty cash advance, if necessary;
• Provide overall supervision, training and guidance for staff as required;
• Act as a back-up for Administrative Assistant for WFP CO/Sub-Office Kyrgyzstan;
• Filling management, ensure proper filling of all Admin related documents;
• Follow up WFP policies and procedures;
• Perform any other duty as it may be required.

Expected Results:

Well organised, reports and/or records, put together independently with only general guidance. Well organized work with accurate information and databases; efficiently supervised team of support staff or work unit. Demonstrated proficiency in all aspects of the work where actions may impact other organizational units. Assigned work is analyzed using extensive knowledge and experience and recommendations are provided to the manager or supervisor regarding the delivery of specialized processes.

Critical Success Factors:

Ability to extract, interpret, analyse and format data and to resolve operational problems. Ability to work with minimum of supervision; to supervise and train support staff; and to work effectively with people of different national and cultural backgrounds. Ability to work with accuracy under time constraints and pressure; to deal patiently and tactfully with staff members and other clients and to have a high sense of confidentiality, initiative and good judgment.

Education:

Secondary school education. Training in administrative field supplemented by commercial or related courses is desirable.

Experience:

At least five years of progressively responsible work experience, including at least three years in administrative services.

Knowledge:

Demonstrate an ability to use Microsoft Word, Excel, and other standard software packages and systems related to administration management. Be able to demonstrate knowledge of standard administration policies and procedures used by international organisations. Knowledge of working with administrative procedures in emergency settings is desirable. General knowledge of UN system policies, rules, regulations and procedures governing human resources administration is an asset. Work experience in large UN/international organizations is also an advantage.

Language:

Fluency in English and Russian, knowledge of Kyrgyz is an asset.

“Qualified female applicants are encouraged to apply”

OPEN TO KYRGYZSTAN NATIONALS ONLY

WFP DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).