UN-WFP Administration Officer Jobs in Uganda
The 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.
Responsibilities
Evaluates and monitors administrative services and recommends changes in policies, systems and procedures to align with changing business needs and objectives.
Implements WFP official systems in the office; drafts correspondence and internal procedural directives relating to administrative matters and ensure WFP’s administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.
Assesses expenditure in administration for previous years; estimates new requirements and prepare budget plans for designated areas of work.
Represents WFP-UGA CO in the Operations Management Team (UN Inter-Agency), on matters of Common interests. Coordinates the implementation of UN Common services for efficiency, cost effectiveness and timeliness of operations and services.
Participates in the Non-Food Items (NFI) Procurement Contracts Committee to evaluate all contracts for NFIs. Assists in the negotiation of contracts with vendors and service providers to ensure cost-effective services, quality and timely service.
Supervises staff in key Administrative areas listed below using the Results Based Management approach by reviewing staff PACE, training and development needs, staff performance Management, unit Performance statistics and the unit Work plan.
Asset Management; Ensures proper custody of all WFP assets and compliance with WFP rules and regulations for all acquisitions, donations, transfers, disposals, loss and write-off.Ensures entries made in the Global Equipment Management System (GEMS) are reconciled to give a fair representation of the financial value of assets.Spot checks inventory items and verifies against the GEMS, recommends to the Local Property Survey Board (LPSB) for disposal and
follow up insurance claims for any loss.
Evaluates inventory status and transactions in the database; report anomalies and discrepancies for timely action.
Fleet Management; Maintains an adequate and competent fleet; ensures reconciliation of accounts for fuel replenishment, vehicle maintenance and service, duty refund claims; and administers contractual agreements with fuel and garage companies by provision of supervisory support to the Senior Admin Assistant (Transport), and reconciling accounts with Procurement and Finance units.
Stores Management; Ensures adequate stock of office supplies by reconciling receipts and issues.Spot checks items in stores to reconcile receipts, issues and re-order level; verify quarterly replenishment requests; reconciles quarterly replenishment orders against goods received notes.
Office Equipment, Service and Maintenance; Generators are a Minimum Residential Security requirement (under MORSS), while other office equipment are operational requirements. Administers contractual agreements for service and maintenance of office Generators and other office machines including official mobile phones.
Ensures protocol activities are well coordinated and assignments accomplished. Monitors the weekly activity matrix of Protocol activities to ensure proper coordination and accomplishment of tasks.
Ensures proper management of staff travel, Registry and Official premises to verify expenditure allotment and accountability of WFP-UGA CO funds.
Provides technical guidance and support to WFP sub offices.
Prepares and analyzes monthly Administration reports.
Manages the execution and renewal of Administration service contracts and lease agreements.
Manages WFP Guest Houses and MoUs for UN Common services in Kotido, Moroto and other offices entitled for Guest House set up.
Qualifications
Education: Masters degree in Business/Public Administration, or other relevant fields relating to office management and administration.
At least 5 years of professional experience with progressive responsibilities in the area of Administration is required. Experience in administrative environment with highly recognized private sector and/or Public Sector including multinational, and/or International is also required. Experience in dealing with Government Protocol Institutions would be an added advantage.
Experience in Civil Engineering field would be an added advantage
Has gained experience in administration.
Has provided direction and instruction to more junior staff members within area of expertise.
Computer Skills: Proficiency in MS Office (Word Processor, Excel Spreadsheet, Power Point, etc.).
Language: Fluency in both oral and written communication in both English and Arabic.
Has gained experience in administration.
Has provided direction and instruction to more junior staff members within area of expertise.
How to apply
Interested candidates should apply online by 5th June, 2018
For more information and job application details, see; UN-WFP Administration Officer Jobs in Uganda
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