Administration Assistant (Fleet, Facilities, and general admin)

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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.

ABOUT WFP

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.

POSTING DATES

Opening date: 21st of March 2024                                                                                             Closing date: 4th of 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

TERMS AND CONDITIONS

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

WFP does not charge any application fees to candidates 

DEADLINE FOR APPLICATIONS

Closing date: 4th of April 2024

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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.