IT/Administration Assistant G4 (Osh)

WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourage qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

Job Title:

Grade:

Type of contract:

Duty Station: Vacancy Number

Date of Publication:

Deadline of Application:

IT / Administration Assistant

G4

Fixed-term

Osh, Kyrgyzstan

829810

06/10/2023

29/10/2023

This vacancy announcement is for Nationals from CO (specified).

Terms and Conditions:

WFP offers a competitive benefits package including salary, pension, leave plus a medical insurance.

PURPOSE OF THE ASSIGNMENT

To contribute to daily planning and delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.

Supervision: IT/Admin Assistant supervised by the HSO oversees drivers in Osh, ensuring close liaison with CO Management Support Unit. The CO Technical Supervisor, Admin Associate, will support and guide IT/Admin Assistant in all Admin/Finance related issues in Sub Office, at the same time CO IT Operation Associate provides support for IT related activities in Sub Office.

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

• Maintain a database of lease agreements and MoUs for Sub Office by processing renewals within the stipulated deadline.
• Supervise Site Maintenance staff and ensure all maintenance related activities for office premises are executed in accordance with established procedure, in a timely and cost-efficient manner.
• Perform administrative duties related to the receipt, monitoring, and recording of fixed assets, office supplies, spend on fuel and spare parts for vehicles, to ensure that the databases are accurately updated.
• Monitor monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision-making.
• Monitor the petty cash accounts regularly, to ensure that adequate funds are available and appropriately disbursed.
• Maintain the web-based register for all invoices and payment transfers and record paperwork, to ensure that all documents are maintained and filed in compliance with WFP standards and guidelines.
• Respond to a range of queries related to the provision of administrative and finance services to support in the resolution of daily issues.
• Perform other duties as and when required.

SPECIFIC JOB REQUIREMENTS

• Fleet Management to create a structured, methodical workflow which includes storage, insurance, gas prices, registration, maintenance and coordination of drivers in line with filed monitoring planning.
• Carry-out system and equipment maintenance tasks, such as back-up system data and system protection, to ensure they are running effectively and enable easy and efficient use.
• Respond to basic queries about technology and systems to support the correct application of technology.
• Receive and inspect all incoming assets and report discrepancies in IT materials inventory to senior colleagues to ensure materials are effectively tracked.
• Follow set emergency response processes and procedures as required to provide support in enabling emergency food assistance needs to be met.

DESIRED EXPERIENCE FOR ENTRY INTO THE ROLE:

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day-to-day work.

• Has supported in providing ad-hoc guidance to new staff members.

  Capability Name

  Description of the behaviour expected for the proficiency level

  Governance, Strategy and

Architecture

Demonstrates awareness of overall IT governance structure and system architecture development to support the process and assist in design of interaction between systems

Change Implementation, Project management, Planning and

Optimization

Has basic understanding of project management principles to provide basic estimates on timing, resource utilisation and costs to facilitate the project planning process.

Technical Expertise

Understands technical aspects of own job and applies them in a thorough and systematic manner to analyze customer’s technical issues and offer value adding advice and/or solutions.

Service Management

Understands and follows the established standards and protocols for service excellence within own domain to maintain quality of delivery and high levels of customer satisfaction.

Client Management

Demonstrates working understanding of existing hardware, software, servers and network management to resolve users’ routine problems using WFP’s established processes and tools.

Procurement and Contract

Management

Assists in the technology selection process by collating information on vendors and/or products for evaluation against criteria.

Education: Bachelor’s degree in Business/Public Administration, Engineering, or other relevant fields relating to office management and administration.

Experience: At least four years of progressively responsible work experience in the relative IT operations and professional experience in computer science and resolving level 1 IT issues with additional experience in general administrative work.

Language: Fluency (level C) in both oral and written communication in English and proficiency in the duty station’s language(s) (Russian or Kyrgyz, both considered an advantage).

BACKGROUND

WFP’s vision is that people in the Kyrgyz Republic will have substantially increased access to national social protection systems that safeguard and foster their ability to meet their food security, nutrition and associated essential needs, and to manage the risks and shocks they face, with ample opportunity to graduate from poverty and contribute to sustainable food systems, national disaster risk management efforts and social cohesion.

WFP, the second largest UN agency in the Kyrgyz Republic, will support and promote the inclusion of people with diverse and often intersecting vulnerabilities and inequalities, by supporting nationally led social and civil protection systems and programmes (strengthening the government’s ability for anticipatory action and ensuring that no one is left behind) and by modelling new approaches within complementary WFP interventions (which can be adopted or transitioned), leveraging WFP’s global expertise in promoting healthy diets and sustainable food systems, climate risk management, warehousing, food safety, smallholder market access and innovations such as private sector-oriented solutions, micro-insurance and digital public goods.

Derived from the UN Cooperation Framework and national priorities, promoting participatory community engagement and nutrition-sensitive approaches, the 2nd generation Country Strategic Plan (2023-27) continues WFP’s human capital development, capacity building and productive asset creation activities to enhance the resilience and livelihoods of the poor and vulnerable, with a focus on food systems strengthening across three core pillars: (i) Social Protection; (ii) Climate Change Adaption, Disaster Risk Management & Emergency Preparedness; and (iii) Schools as platforms for healthy diets. In addition, a contingent emergency response outcome can be activated in case of need.

HOW TO APPLY

To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). Only short-listed candidates will be contacted.

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.

Request for Disability related Reasonable Accommodations:

It is important to WFP to create an accessible and inclusive workplace for everyone. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and hiring process, please direct your request and inquiries to the Diversity and Inclusion team on: [email protected]*, cc’ing* [email protected]*. A member of the reasonable accommodation team will contact you to confidentially discuss your needs.*

This email is only to be used for any disability related accessibility requirements, and not for sending the application itself. Due to volume of applications, any applications or CVs sent through this email address will not be considered as a formal application and will not receive a reply from WFP.

WFP is committed to diversity and inclusion within its workforce. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. All selected candidates will, undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.