Administrative & Facilities Assistant – SC5/ Monrovia
Career Opportunities: Administrative & Facilities Assistant
Duty station: Monrovia, Liberia | 12 Months
🚩 Vacancy Announcement n°: 829137
📢 Job Title: Administrative & Facilities Assistant
📌Type of Contract: Service Contract/ Level 5
➡️ Unit / Division: Health Supply Chain
📍 Duty Station: Monrovia
➡️ Duration: 12 months (Renewable based on funding and performance)
⏰ Closing date: Friday, 01 September 2023, midnight (Liberia Time)
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.
To learn more about WFP, visit our website and follow us on social media to keep up with our latest news: LinkedIn, Instagram, Facebook, and Twitter.
What will you do in this position?
Under the supervision of the Finance & Administration Officer, the Administrative & Facilities Assistant will be responsible for the below tasks as part of the USAID funded project at the Central Medicine Store in Liberia.
Why work with us?
➡️ Meaningful and impactful careers:
Our day-to-day work makes a difference in the lives of the people we serve
➡️ Continuous learning and training:
We provide learning tools for our staff to continually develop their careers
➡️ Multicultural and stimulating work environment:
We encourage gender and cultural diversity to make our teams stronger
Join us to make a difference in Liberia!!
How can you make a difference?
In this position, you will have to:
Administrative
- Be the focal point for internal project administrative matters to contribute to the establishment of a good working environment.
- Ensuring the sending, receiving, and archiving of mail.
- Manage all equipment and supplies made available to the project and keep regular inventories.
- Collecting equipment and material requirements within the project, establishing a global statement of requirements, and assisting in the development of purchase requests and posting them in WINGS (WFP corporate system).
- Manage and maintain paper and electronic documents in responsibility according to established procedures to ensure quick and easy access to information.
- Focal point for administrative matters related to the Central medical warehouse building, as well as follow-up with service providers for maintenance.
Financial
- Assist the financial focal point for the project related routine tasks within the areas of finance and budget.
- In relation to his/her profile, record in WINGS the transactions related to the financial commitments and payment process: post PRs, GRs and SES based on the goods and services received.
- Contribute to the follow-up of invoices in the Invoice Tracking Tool (ITS)
- Assist in the preparation of monthly expenditure forecasts.
- Manage the petty cash.
- Contribute to the collection of information for the establishment of financial statements and budgetary analyses to assist in decision making.
- Contribute to the regularisation and cleaning of relevant accounts in the WFP accounting system (WINGS).
- Perform administrative duties related to the monitoring and recording of fixed assets related to the project, spending on fuel, spare parts, and maintenance for vehicles and generators, to ensure databases are accurately updated.
- Perform any other duties assigned by the supervisor.
To join us in saving lives, changing lives, you will have for…
Education: Completion of secondary or high school education. A post-secondary certificate in the field relevant to this position is desirable.
Knowledge, Skills & Experience Required:
- Minimum of 2 years’ experience working in the administrative and financial field.
- Minimum two years of experience working in the administrative and financial field; Experience in WFP administrative and financial activities is a plus.
- Has experience managing service contracts with third parties.
- Has experience in budget monitoring and reporting.
Language: Fluency (level C) in English language.
Deadline for application: Friday, 01 September 2023, Midnight (Liberia Time)
Before you apply…
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 an inclusive work environment in which diversity is valued and where no form of discrimination is tolerated. We aim to achieve parity in our teams in Liberia.
Female applicants and individuals with disabilities are especially encouraged to apply.
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.
