Recrutement de 01 Administration Assistant - SC5

Recrutement de 01 Administration Assistant - SC5
Fully Present
locations
Pemba, Mozambique
time type
Full time
posted on
Offre publiée aujourd'hui
job requisition id
JR104823
DATE LIMITE DE CANDIDATURE

26 September 2024-23:59-UTC+02:00 heure normale d’Afrique centrale (Maputo)
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 World Food Programme is 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.


At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.


WHY JOIN WFP?

WFP is a 2020 Nobel Peace Prize Laureate.

WFP offers a highly inclusive, diverse, and multicultural working environment.

WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

ORGANIZATIONAL CONTEXT:


Mozambique is classified as one of the countries in the world most affected by extreme weather events. Since 2007, eleven Tropical Cyclones have hit Mozambique, and the global climate crisis is driving more frequent and intense floods, storms, and droughts. In Mozambique, the 2023/24 rainy season commenced under the influence of El Niño which predominantly manifested in persistent dryness, with many areas receiving less than half of their typical rainfall’s quantity. 2.7 million people were already food insecure in areas that have been impacted by severe drought conditions during the 2023/24 rainy and agricultural season. These people will likely see their food insecurity situation deteriorate and fall into severe and emergency food insecurity.

JOB PURPOSE:

To support effective delivery and maintenance of client-focused, value-formoney oriented quality administrative practices.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):

Under the direct supervision of the Administration Associate and overall supervision from Finance Officer, the incumbent shall:

1. Check the provision of a range of services, including Asset and Facilities and Consumable Supplies, 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 a 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.

More specifically the incumbent will be accountable for the following duties:

Asset Management:

• Manage and maintain paper and electronic records in GEMS and WINGS II within the area of responsibility as asset focal point in accordance with established procedures, to ensure swift and easy data access as required.
• Making sure that physical count and impairment review of all assets are conducted on a regular basis (at least once a year).
• Making sure all transactions of assets/items are recorded in GEMS (acquisition, issuance, loan, disposal, and write-off) regardless of value (handover documents properly signed)
• Ensure that all the disposals (by write-off, sale, transfer or donation) are done timely and based on approved LPSB/PSB recommendations.

PR and MPO Creator:

• Initiating the procurement process
• Verify that the requests submitted by the Units are clear with full specifications and budget code, get quotations on time, evaluate and make recommendation on PAS, create PR or MPO, create GRN/ SES upon delivery,
• Liaise with suppliers to ensure that invoice is submitted within 30 days after delivery of the good/service.
• Track invoice status, match invoice, follow up on the payment status, ensure all necessary actions until receipt delivery and closure.

Facilities Management:

• Supervise the work of the Cleaners
• Coordinate and supervise premises maintenance services or any repairs
• Administering and oversee external suppliers/service providers for offices cleaning, drinking water supply, stationery suppliers, cleaning products, etc. Including performance assessment and keeping records of all payments.
• Managing the cleaning, waste disposal, air conditioning, generator, electricity.
• In the context of COVID: ensure that the instructions provided by the national Facilities Manager and recommendations from the local authorities are strictly followed.

Management of PPE and consumable supplies:

• Control and distribution of office PPE and cleaning supplies.
• Control and distribution of and stationery.
• Make sure the consumable supplies are replenished at 2/3 of the stock.

Any other duties or tasks which may be assigned by supervisor or by management.

QUALIFICATIONS AND EXPERIENCE:


Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: At least 5 Years of related job experience.

Language: Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different

WFP LEADERSHIP FRAMEWORK:


WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.
Click here to access WFP Leadership Framework

TERMS AND CONDITIONS:

Type of contract: Service Contract - Level 5

Duty Station: Mocimboa da Praia, Cabo Delgado

Duration: 12 months (renewable)

This position is open to Mozambican Nationals Only.

Female-qualified candidates are highly encouraged to apply.

WFP LEADERSHIP FRAMEWORK



WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework



REASONABLE ACCOMMODATION


NO FEE DISCLAIMER



The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.



REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

Once your profile is completed, please apply, and submit your application.

Please make sure you upload your professional CV in the English language

Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time


Only shortlisted candidates will be notified

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.