Administration Officer NOB

ABOUT WFP

The United Nations World Food Programme (WFP) 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. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

Brief description of WFP in Uganda

WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Karamoja with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.

As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.

ARE YOU UP TO THE CHALLENGE?

We are seeking a qualified individuals for the position of  Administration Officer at NOB level based in Kampala, Uganda. Qualified female candidates are particularly encouraged to apply.

ORGANIZATIONAL CONTEXT

This position is found at the  Country Office.The Job holder reports to the Finance and Administration Officer or the designate. At this level, the Job holder operates with a high degree of independence, manages more junior staff to ensure that administrative objectives are achieved in full. He/she is  heavily involved in day–to-day activities and analytical work.

JOB PURPOSE

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.

KEY ACCOUNTABILITIES (not all-inclusive)

• Evaluates and monitors administrative services and recommends changes in policies, systems and procedures to align with changing business needs and objectives.
• Implements WFP official systems in the office; drafts correspondence and internal procedural directives relating to administrative matters and ensure WFP’s administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.
• Assesses expenditure in administration for previous years; estimates new requirements and prepare budget plans for designated areas of work.
• Represents WFP-UGA CO in the Operations Management Team (UN Inter-Agency), on matters of Common interests.  Coordinates the implementation of UN Common services for efficiency, cost effectiveness and timeliness of operations and services.
• Participates in the Non-Food Items (NFI) Procurement Contracts Committee to evaluate all contracts for NFIs.  Assists in the negotiation of contracts with vendors and service providers to ensure cost-effective services, quality and timely service.
• Supervises staff in key Administrative areas listed below using the Results Based Management approach by reviewing staff PACE, training and development needs, staff performance Management, unit Performance statistics and the unit Work plan.

1. Asset Management; Ensures proper custody of all WFP assets and compliance with WFP rules and regulations for all acquisitions, donations, transfers, disposals, loss and write-off.Ensures entries made in the Global Equipment Management System (GEMS) are reconciled to give a fair representation of the financial value of assets.Spot checks inventory items and verifies against the GEMS, recommends to the Local Property Survey Board (LPSB) for disposal and follow up insurance claims for any loss.Evaluates inventory status and transactions in the database; report anomalies and discrepancies for timely action.
2. Fleet Management; Maintains an adequate and competent fleet; ensures reconciliation of accounts for fuel replenishment, vehicle maintenance and service, duty refund claims; and administers contractual agreements with fuel and garage companies by provision of supervisory support to the Senior Admin Assistant (Transport), and reconciling accounts with Procurement and Finance units.
3. Stores Management; Ensures adequate stock of office supplies by reconciling receipts and issues.Spot checks items in stores to reconcile receipts, issues and re-order level; verify quarterly replenishment requests; reconciles quarterly replenishment orders against goods received notes.
4. Office Equipment, Service and Maintenance; Generators are a Minimum Residential Security requirement (under MORSS), while other office equipment are operational requirements. Administers contractual agreements for service and maintenance of office Generators and other office machines including official mobile phones.
5. Ensures protocol activities are well coordinated and assignments accomplished. Monitors the weekly activity matrix of Protocol activities to ensure proper coordination and accomplishment of tasks.
6. Ensures proper management of staff travel, Registry and Official premises to verify expenditure allotment and accountability of WFP-UGA CO funds.

•  Provides technical guidance and support to WFP sub offices.
• Prepares and analyzes monthly Administration reports.
• Manages the execution and renewal of Administration service contracts and lease agreements.
• Manages WFP Guest Houses and MoUs for UN Common services in Kotido, Moroto and other offices entitled for Guest House set up.
       

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
• Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
•  Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
•  Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People

• Look for ways to strengthen people's skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
•  Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
•  Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
•  Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance

• Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
•  Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
•  Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
•  Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership

• Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
•  Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
•  Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
•  Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

FUNCTIONAL CAPABILITIES

STANDARD MINIMUM QUALIFICATIONS

• Education: Masters degree in Business/Public Administration, or other relevant fields relating to office management and administration.

• At least 5 years of professional experience with progressive responsibilities in the area of Administration is required. Experience in administrative environment with highly recognized private sector and/or Public Sector including multinational, and/or International is also required. Experience in dealing with Government Protocol Institutions would be an added advantage.
• Experience in Civil Engineering field would be an added advantage
• Has gained experience in administration.
• Has provided direction and instruction to more junior staff members within area of expertise.
• Computer Skills: Proficiency in MS Office (Word Processor, Excel Spreadsheet, Power Point, etc.).
• Language: Fluency in both oral and written communication in both English and Arabic.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has gained experience in administration.
• Has provided direction and instruction to more junior staff members within area of expertise.

DEADLINE FOR APPLICATIONS

Monday 19th March 2018