Administration Assistant G5

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Vacancy Announcement

WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

CONDITIONS OF EMPLOYMENT

Job Title: Administration Assistant GS5

Grade : General Service Level 5

Type of contract: Fixed Term

Number of Post : 1                    

Duration: 12 months (extendable)

Duty Station: Yangon

Report to : Senior Administration Associate

Date of Publication: 17 August 2022

Deadline of Application: 31 August 2022

TERMS AND CONDITIONS

This post is opened for Myanmar Nationals Only.
Applications received after the closing date will not be considered. Only short-listed candidates will be notified.

Female applicants and qualified applicants are especially encouraged to apply

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of Senior Administration Associate, the incumbent will perform the following duties: -

• Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
• Respond to standard queries and provide timely and accurate guidance.
• Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
• Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
• Contribute to improvement of business procedures and processes.
• Maintain a selected number of administrative control records, such as for travel and other commitments and expenditures.
• Make travel arrangements for staff from (Country Office and Field Offices); which includes making reservation for tickets, ensuring that tickets are collected and given to the passenger in good time, and that all travel is in accordance with the WFP travel guidance.
• Liaise with travel agents and ensure that the office gets the best service and price for all travel; accurate payment to travel agents with monthly reconciliation off ticket costs.

• Maintain database for Country Office staff travel and costs including an updated list in all staff on travel; assist in providing staff with information regarding requirements for travel both within the country and abroad.
• Assist in the preparation of office budgets on travel costs and maintain necessary control records; Monthly follow up with field offices for open trip documents to take the required action.
• Visa application for overseas travel of WFP staff; Mission Entry visa application.
• Have procurement knowledge and prepare, review and facilitate the Purchase Requests from field offices and proceed Good Received Note/ Service Entry Sheet upon delivery of goods and services.
• Facilitate vendor request from different requesting units and coordinate with Vendor Office to get vendor number and update information on time.
• Act as a focal for office asset/inventory receiving, labeling and proactively flagging any issues to the main AFPs and / or management.
• Provide guidance to junior colleagues in performing their duties.
• Perform other related duties as assigned.

STANDARD MINIMUM QUALIFICATIONS

Education

Bachelor degree is desirable. Completion of secondary school education or  post-secondary certificate in the related functional area are also encouraged to apply.

Experience

Five or more years of progressively responsible work experience in the relative business stream (Fleet Management) with experience in general administrative work. 

Knowledge & Skills

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work.
• Has supported in providing ad-hoc guidance to new staff member

Language

Fluency in written and oral communication skills in both English and Myanmar.

ABOUT WFP

The United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change. 

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. At WFP, we are driven and defined by our mission to fight world hunger, save lives, feed people’s dreams of a brighter future, reduce risk and help enable people, communities and countries meet their own food and nutrition needs. WFP goes anywhere it’s needed and does what it takes to get the job done. You will find our people at the heart of every major humanitarian intervention around the world, providing the essential life-saving foundation required for those furthest behind. Each year, we reach an average of 80 million people with food assistance in around 80 countries. Delivering our mission requires deep respect for personal and cultural differences and close collaboration between every member of our global team. While the 16,000-people working for WFP reflect the rich diversity of the world in which we work, the vital importance of our shared mission underpins a remarkably close community of purpose.

The World Food Programme (WFP) is offering life-changing job opportunities you are unlikely to find in other organizations. Working at WFP will give you the opportunity to work beyond your expectations, to be enriched by truly meaningful work and deepen your professional expertise.

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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.