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Business Support Assistant, G4 Garowe

Garoowe

  • Organization: WFP - World Food Programme
  • Location: Garoowe
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Sustainable trade and development
    • Public, Private Partnership
    • Sustainable Business Development
  • Closing Date: Closed

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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

Posting Dates

Opening Date: 8 May 2019                                   Closing Date: 21 May 2019

Organizational Background

The United Nations World Food Programme 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.

The World Food Programme Somalia activities include food assistance for relief, emergency school feeding, nutrition and food assistance for assets creation through provision of in-kind and cash-based transfers.

This position is open to qualified Somali candidates only. Female candidates are encouraged to apply.

Duties and Responsibilities

Under the direct supervision of the Finance and Administration Officer and overall supervision of the Head of Area Office (HoAO) in WFP Garowe Office, the incumbent will be responsible for the following duties:

  • Maintain a proper filing system for HoAO and administrative documents;
  • Maintain incoming and outgoing mail registry;
  • Receive all invoices for support services and record them in the system within 24hours of receipt;
  • Travel focal point, reservation of hotels/guest house for staff members;
  • Create TRIP documents and ensure they are approved before departure for missions;
  • Receive, review and process Travel Expense Claims (TECs) for payment;
  • Raise Purchase Requisition for Non-Food Items manual and in WINGS;
  • Keep track of utilities, water, office and warehouse. Arrange timely payments to suppliers.
  • Maintain staff attendance and leave schedules for the Administration unit as well as the Area Office;
  • Update monthly attendance report with daily attendance sheets;
  • Filing approved leave forms in the staff members files;
  • Obtain approvals for overtime;
  • Prepare monthly HR reports;
  • Supervise cleaners and ensure high standards of cleanliness are maintained;
  • Order guesthouse food and other supplies. Ensure good quality on receipt and monitor usage;
  • Maintain office archives and records;
  • Arrange refreshments for meetings and workshops;
  • Process protocol documents, obtain VISAS, licenses, permits for foreigners and custom clearances;
  • Update and circulate contact list for the Area Office;
  • Prepare and organize office events/functions and ensure availability of accommodation, meals, internet and stationery before event date;
  • Perform other duties as required.

Minimum Qualifications

Education:

Secondary school education. A post-secondary certificate in Administration or other related functional field is desirable

Experience:

At least three years of progressively responsible support experience in general administrative work.

Language:

Fluency in both written and spoken English and Somali is a requirement.

Knowledge:

Experience utilizing computers, including word processing, spreadsheet and other software packages. Knowledge of WFP administrative regulations and rules, and WFP policies and procedures in the area of work.

Application Instructions

Interested and qualified candidates are requested to submit online applications through E-recruitment.

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

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Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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.

This vacancy is now closed.
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