Administration Assistant, Fixed Term G5, Diredewa
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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
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 job is based in Dire Dawa Sub-Office. The job holder will report to Head of Sub Office. He/she will coordinate and take lead in all administrative-related matters for the Sub-office.
JOB PURPOSE
To support the delivery on Admin function needs for Diredewa Sub-Office saving lives and changing lives operation
KEY FINANCE RESPONSIBILITIES(not all-inclusive)
1.Manage Long Term Agreements (LTAs)/Lease agreements at Sub Office level in conjunction with country office, MPOs and related Sub-office procurement requests coming from units.
2. Be the direct focal person for administrative matters at the sub-office with technical support from administration- CO.
3. Take lead in facility management for the SO, warehouses and Fleet.
4. Follow up coordinate replenishment of office supplies including emergency stocks.
With the Light Vehicle Fleet & Asset Management Business Support Assistant, and mechanic under him/her:
5. Manage the proper use of WFP vehicles in accordance with UNWFP Vehicle Management Policies and Procedures.
6. Facilitate annual inspection of all Sub-Office vehicles, follow up regular vehicle maintenance. Follow-up with garages on vehicles under maintenance/services
7. Prepare vehicles maintenance work orders; obtain HoSO/AO approval before sending vehicles for maintenance. Follow up and verify maintenance of WFP transport vehicles in the field.
8. Manage fast-moving items including vehicle spare parts.
9. Fuel coupon management – issue coupons to drivers, produce monthly fuel expenditure report for used coupons, compile, reconcile and send to the Country Office (CO) monthly vehicle fuel reconciliation, maintenance, and parts consumption reports on time.
10. Administer the fuel utilization and monitor its consumption against the miles run.
11. Follow up police and insurance issues when accident occur.
12. Update fuel and maintenance data into FMS (Fleet Management System); Generate different reports from FMS. Prepare monthly fuel requisition.
13. Manage the Humanitarian Booking Hub (Mobility) – Daily vehicle allocations and deployment of vehicles and drivers for the field trips, ensure and keep records of driver’s rotation for field missions and produce reports as required and share with sub-office management and drivers.
14. Manage generator fuel for the office and fleet
15. Supervise drivers and conduct their performance evaluation
16. Support asset management and conduct annual physical asset count
17. Perform other related duties as required
STANDARD MINIMUM QUALIFICATIONS
Education
Completion of secondary school education. A first university degree in Administration, Business Management, Finance, Logistics or other relevant field is desired
Experience
Three or more years of experience with a university degree in administration within the UN or international humanitarian organizations or 5 years or more in general administration with secondary education
Language
Fluency in oral and written English. Knowledge of the local language is an added advantage.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
- Ability to lead a team of experienced staff
- Ability to use standard office equipment such as printer, photocopier
- Knowledge of standardized business support work routines and work methods
- Knowledge of standard office software packages, e.g. MS Word and Excel etc
- Ability to meet deadlines and follow clear instructions
- Ability to work well alone and in a team
DEADLINE FOR APPLICATIONS
31 January 2023 (Open to Ethiopian National Only)
This position is open to all qualified candidates. Female applicants and people with disability are especially encouraged to apply.
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
