Administration Assistant – SC5, Lahore, Pakistan

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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.

ABOUT JOB

Job Title: Administrative Assistant

Grade: SC-5

Type of contract: Service Contract

Duration: 12 Months

Duty Station: Lahore

Vacancy Number: 178046

Date of Publication: 8th November 2022

Deadline of Application: 21st November 2022

This vacancy announcement is for Pakistani Nationals only.

ABOUT WFP

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.

ORGANIZATIONAL CONTEXT

This position is based in PO Lahore and the incumbent will report directly to the Head of Office – Lahore or the designate.

JOB PURPOSE

To provide administrative support for the smooth management of the administration activities with a direct reporting line to the Head of Office or the designated official.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
2. Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
3. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
4. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
5. Be the first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
7. Provide guidance to junior colleagues in performing their duties. i.e finance, travel. human resources activities and/or other related areas.
8. Any other task assigned by the supervisor/designee.

ADDITIONAL JOB REQUIREMENTS

1. Set up proper accounting procedures and systems, and internal controls to ensure that proper monitoring mechanisms are in place; Identify weaknesses and address them immediately; perform oversight functions
2. Organize and facilitate the administrative work of the office including the establishment and management of internal procedures and tracking systems for correspondence and documents; maintain a selected number of administrative control records, and automated reports related to travel, assets, fleet, audit, budget and other; verify that the work is done in accordance with corporate standards and within established deadlines
3. Ensure transparent and efficient utilization of WFP's financial/administrative resources.
4. Perform/Supervise activities related to the management of Assets, Inventory, Vehicles, and travel, Procurement, Reception, Vendor Agreements/contracts, Events, and Building & Premises.

TERMS AND CONDITIONS

WFP offers a competitive benefits package including salary, annual leave, parental leave and medical insurance for staff and eligible dependents.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of Secondary School Education. First-level university degree in Business/Public Administration, Economics, or a relevant field is desirable.

Language: Fluency in both verbal and written communication in English. Ability to effectively communicate in Urdu.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Experience:
  • Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

• Knowledge & Skills:

  • Knowledge of specialized common business practices and methods gained through relevant technical training and experience.

  • Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.

  • Ability to carry out basic data analysis and independently rectify problems requiring attention.

  • Ability to monitor and record financial transactions.

  • Good communication skills are required to give and receive information and work with a variety of individuals.

  • Ability to maintain confidentiality.

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.

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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.

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