Administration Assistant
--Hargeisa--
Administration Assistant
Contract Type/Grade: G6 Fixed Term
Duty Station: Hargeisa,
Contract Duration: 12 Months
Closing Date: 4 th April 2024
JOB PURPOSE
The incumbent will be responsible for coordinating a wide range of administrative services within the Area Office and to provide high quality, client-focused and value-for-money oriented administration services.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Check the provision of a
range of services, including facilities and light vehicle management, Fuel
management, etc., maintaining information, 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.
2. Verify resource requirements in the area of responsibility
(WFP fleet, facilities, etc.), and assist in the identification of new
requirements to facilitate efficiency and cost effectiveness of operations and
services.
3. 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.
4. Adapt and update administrative processes, supporting the
implementation of standard operating procedures, to contribute to the
continuous improvement of administration services in the area of
responsibility.
5. Answer a range of queries related to the provision of
administrative services in order to support the resolution of daily issues.
6. Provide training and guidance to staff in interpretation
of administrative procedures, policies, processes, and use of corporate systems
to ensure consistency and efficiency of services provided to all clients.
7. Supervise the outsourced contractors providing a variety
of services, including hired vehicles, cleaning, office maintenance, wellness
facilities including gym, female friendly space and kitchen management and
other recurrent services, to ensure service provision in accordance with WFP
specifications; maintain database of contracts validity.
8. Assist in assessing and maintaining necessary internal
controls pertaining to various areas of administration, assist in implementing
the recommendations.
9. Supervise the office drivers, including scheduling of
day-to-day activities and performance management.
10. Manage office NFI stores including stationery and
maintain up to date consumption reports, and stock cards.
11. Perform any other duties as may be assigned.
MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in administration or related functional area is desirable
Experience: six years of progressively responsible work experience in general administration work with at least one year in the field of accounting,
Languages: Fluency in both oral and written communication in English and Somalia is a requirement.
COMPETENCIES AND SKILLS
· Good communication and interpersonal skills
· Teamwork
· Integrity
· Proactive
· Attention to detail
DEADLINE FOR APPLICATIONS
Closing date: 4th of April 2024
