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Administrative Assistant (UN Common Services), Moroto, Uganda

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Organization: WFP – World Food Programme

    Country: Uganda

    Field location: Moroto

 Office: WFP Moroto, Uganda

    Grade: G-5

Closing date: Friday, 11 March 2022

ABOUT WFP

NOTE: WFP DOES NOT SOLICIT FOR FEES OR ANY FORM OF PAYMENT FROM JOB APPLICANTS

WFP is looking for talented people who are committed to joining our efforts to eradicate hunger. It offers unlimited opportunities to grow your professionalism, talent and expertise. Start your journey to be a member of the world-wide effort to eradicate hunger. WFP has a policy of affirmative action for women.

ORGANIZATIONAL CONTEXT

The United Nations (UN) General Assembly (GA), in its resolution 44/211 of 22 December 1989, requested all organs, organisations and bodies of the United Nation System to make the necessary arrangements to establish common premises at the country level.

GA Resolution General Assembly resolution 72/279 in May 2018 emphasised importance of establishment of common premises to enable joint work and generate greater efficiencies, synergies and coherence, and requested the implementation of those measures in accordance with resolution 71/243. Common premises serve to reinforce the efficiency of operations, in particular through the consolidation of the administrative infrastructure of the organisations concerned.

Therefore in furtherance of the UN Secretary General’s Reform Agenda of more cohesive, efficient and cost effective UN Operations, 9 resident UN agencies in Karamoja (WFP, UNICEF, UNDP, UNWOMEN, UNFPA, WHO, OHCHR, UNDSS, and FAO) are co-located on the same compound or common premises in Moroto. The participating UN agencies have entered into a Common Services Arrangement for a shared range of services including but not limited to Fuel, Security, Cleaning Services, Air Conditioning Services, Fumigation Services, Utility Services, Staff Wellness (Gym) Services with WFP as the Lead Agency

JOB PURPOSE

In line with the UN Business Operations Strategy (BOS), the Incumbent will support effective delivery and maintenance of client-focused, value-for money oriented quality administrative practices. The incumbent is expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines or practices including being able to recommend a course of action to staff at various levels.

KEY ACCOUNTABILITIES (not all-inclusive)

Respond to standard queries related to UN common services and provide timely and accurate guidance.

Manage routine administrative and financial tasks and contribute to effective and timely management of resources.

Maintain common services documentation and records to ensure that information is organized and readily available for staff.

Prepare and maintain record of Regional Operations Management Team (ROMT) meetings.

Manage common services assets ensuring regular maintenance including maintaining up-to-date inventory of all assets.

Maintain cordial relationship with all UN agencies and staff individuals through provision of customer friendly business support, information sharing and service delivery.

KEY ACCOUNTABILITIES 1

Supervise service providers for cleaning, fumigation and air conditioning services under UN inter-agency arrangement.

Assist in preparation of UN common services budget, monitor budget utilisation and provide regular performance reports.

Contribute to improvement of business procedures and processes.

Collect and perform basic data analysis to contribute to quality business information management.

Maintain accurate inter-agency fuel consumption records and ensure issuance of reports in a timely manner.

Schedule preventive and routine maintenance of premises, equipment and fittings as may be necessary.

Supervise and ensure that works done by contractors are performed promptly and according to specifications as stipulated and in compliance with the applicable policies, procedures, rules and regulations.

Perform any other duties as may be required.

STANDARD MINIMUM QUALIFICATIONS

Education:

University degree in Business or Public Administration or related field obtained from a recognized institution. Postgraduate professional training in management or administration will be an added advantage.

Experience:

At least five years professional experience in similar position gained in a UN Agency or from an equally reputable organisation. D emonstrated ability to perform administrative activities in line with UN operating standards. Ability to provide ad-hoc administrative guidance to other staff.

STANDARD QUALIFICATIONS

Knowledge and Skills:

Ability to convert business plans into clear actions for team members to support the implementation of the programme. Ability to collect and report data to draw out fact-based insights. Ability to demonstrate basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. Ability to monitor trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Demonstrate a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of UN standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. Ability to monitor and supervise administrative work against the established standards and protocols for service excellence. Strong people skills and great attention to detail. Flexibility is required, as The Incumbent must be on call to handle any emerging emergencies at any hour. Demonstrate proficient digital skills in using Microsoft Word, Excel, PowerPoint, Outlook and Teams.

Language:

Fluency in written and oral English language.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

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Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.

Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.

Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.

Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.

Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.

Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.

Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.

Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.

Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.

Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.

Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.

Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.

Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

 

DEADLINE FOR APPLICATIONS: 11th March 2022

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, 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.

Website: https://career5.successfactors.eu/career?company=C0000168410P&career_job_req_id=158909&career_ns=job_listing&navBarLevel=JOB_SEARCH

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