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Administrative Assistant SC5 Moroto Re-advertised

Uganda (Uganda)

  • Organization: UN WFP - World Food Programme
  • Location: Uganda (Uganda)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-06-17

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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.

ABOUT WFP

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 individual for the position of Administrative Assistant SC5 to be based in Moroto.  The selected candidate will be employed on Service Contract.

ORGANIZATIONAL CONTEXT

The UN World Food Programme (WFP), 2020 Noble Peace Prize winner, is the United Nations frontline agency in the fight against hunger.  It is the largest and longest serving humanitarian agency in Uganda. 

Karamoja sub-region where WFP has presence since 1964 is the poorest region in Uganda with over 80% population living under the poverty line. The region is prone to increasingly frequent and severe natural disasters, especially droughts, pests and diseases (humans, crops, and livestock) in part because of climate change.

WFP interventions in Karamoja involve working closely with the nine District Local Governments (DLGs) in joint design and programming, evidence gathering, knowledge sharing, strengthening sub-national capacities as well as well establishing partnerships with other development partners.

WFP focus in Karamoja is in the following areas: Nutrition activities to treat malnutrition and reduce stunting through nutrition specific and nutrition-sensitive programmes.  Building resilience to shocks and climate change in anticipation of increased food insecurity and limited livelihood opportunities.  Ensuring school children receive nutritious meals to meet their basic food and nutrition needs and including increasing enrolment and attendance. Working with the government and partners to reduce crop losses, improve household food security and increase a marketable surplus.  Deploying targeted relief assistance to crises-affected populations or households as informed by food security and nutrition assessments. Strengthening government’s shock-responsive systems to improve food security and nutrition in Karamoja

WFP programmes in Karamoja use food to build assets, spread knowledge and nurture stronger, more dynamic communities that are food secure.

On average, WFP aims to bring food assistance to more than 1 million people in Karamoja sub region.

 

JOB PURPOSE

To 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)

  1. Respond to standard queries related to UN common services and provide timely and accurate guidance.
  2. Manage routine administrative and financial tasks and contribute to effective and timely management of resources.
  3. Maintain records, to ensure information is organized and readily available for staff.
  4. Maintain relationships with other UN agencies and individuals through provision of business support, information sharing and service delivery.
  5. Supervise cleaning and fumigation, air conditioner service providers under UN inter-agency arrangement.
  6. Assist in preparation of UN common services budget, monitor budget utilization and provide regular performance reports.

KEY ACCOUNTABILITIES CONTINUED

7. Contribute to improvement of business procedures and processes.

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

9. Maintain accurate records related to management of inter-agency fuel

10. Manage guest houses in accordance with standard operating procedures (SOPs).

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

12. 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.

13. Perform any other duties as may be required.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

  • 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.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level
Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights.
Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.
Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

 

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 either in WFP or from an equally reputable organisation.  Demonstrated ability to perform all routine administrative activities in line with WFPs operating standards through day-to-day work.  Ability to provide ad-hoc administrative guidance to other staff.

OTHER SPECIFIC JOB REQUIREMENTS

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 WFP 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.  Ability to ensure that customer problems are identified and resolved.  Demonstrate proficient digital skills in using Microsoft Word, Excel, PowerPoint, Outlook and Teams.

Language:

Fluency in written and oral English language.

DEADLINE FOR APPLICATIONS

Thursday 17th June 2021

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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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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