Administrative Associate
wfp
Total years of experience :14 years, 9 Months
1. Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
2. Responsible for provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
3. Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
4. Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
5. Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.
6. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
7. Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
8. Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
HR:
• Assist in the recruitment, assignment and reassignment of local general service staff. Prepare documents for the interview panel for the recruitment of local staff;
• Process local staff members’ contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures;
• Update personnel related information in MSRP/HR module where this activity has been rolled out from PAPS to the respective office;
• Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations;
• Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations;
• Assist with shipment of their personal effects in coordination with the logistics section;
• Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations;
• Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records;
• Perform other duties as required.
• Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment
• Initiate routine correspondence on HR matters for the authorizing officer’s approval;
• Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs;
• Initiate routine correspondence on HR matters for the authorizing officer’s approval.
Reporting:
• .Compile inputs for reports related to the Sector activities and management of the project:
o Weekly inpust to the UNHCR Darfur report
o Sudan Monthly Updates - drafted by the 10th of the month,
o Response to New Displacements and Disaster-affected Report - drafted by the 5th of the month,
o Input to the UNHCR monthly Sitrep -drafted by the 10th of the month
• Support the NFI Sector Lead in the development of the NFI& ES Sector portions of the UN & Partners Work Plan, including working with field teams and partners to develop project sheets, compilation and vetting of project sheets, and analysis of the compiled projects.
• Support the NFI Sector Lead in the CHF allocation and reporting processes, including working with partners in the development of allocation proposals taking notes at the TRG meeting, and reporting against allocations
• Assist the Sector Lead to prepare / participate in NFI sector coordination/ shelter working group meetings in Khartoum, informing implementing partners of meeting date, time and venue and taking meeting minutes. Maintain document templates for information products according to information management protocols, standard letters, briefs, reports, presentations, policy guidelines, agendas, minutes, and all other public documents
• Manage and monitor the Sector shared network drive
• Manage electronic and hard copy filing of all reports for the ES/NFI Sector
• Maintain an information repository of NFI and emergency shelter information, with special attention to Shelter coordination
• Manage, moderate and administer existing e-mail lists by conducting regular ‘cleaning’ of the NFI e-mail lists to ensure appropriate recipients;
•
Administration:
• Screen, receive and take action on field requests on administration, human resource & procurement;
• Assist in verifying payment claims for petty cash payments by field staff and invoices by service providers, particularly those written in Arabic and in ascertaining that the equipment, supplies or services they refer to are duly received or provided before proceeding with
(Text Limit Reached please find the attached CV)
2. Initiate Purchase requisitions, Purchase orders, Good received note for goods and services .
3. Examine and record office financial transactions and prepare remittances for disbursements.
4. Insure the processing of payments to vendors for goods and services is accurate (calculating, inputting and checking payments documents for correctness and\Or discrepancies.
5. Insure that the security and safety regulation/measurements are adhered to and applied
6. General Facility management duties; insuring continuity of services such as: Office supplies, water services, electricity.
7. Acting as HR Focal Point in coordination with UNONPS HR unit i.e. Monitor recruitment, extensions of contracts and leave records for the national staff and ensure the report is submitted to UNOPS HR in time;
8. Supervise the drivers;
9. Prepare monthly roster for drivers;
10. Monitor and assign transport requests;
11. Assist in the reception and storage of Non Food Items for the office from suppliers by ensuring goods are accompanied by proper documentation match the required descriptions;
12. Assist in dispatch of Commodities/Non Food Items to field offices by seeking feedback on status of shipment and reception of items;
13. Monitor the condition of the ICT equipment in use and ensure that all equipment is up-to-date and functioning;
14. Constantly review the ICT equipment stocks; when required, prepare the list of equipment for disposal or procurement;
15. Follow up on Sudan inventory updates and assist in physical count and records maintenance;
16. Monitor the expenses related to utilities and suggest the ways to increase the cost-efficiency;
17. Manage the registry of incoming/outgoing correspondence;
18. Alternate with other administration staff as required by the Head of Administration
19. Perform any other related duties as required
1. Process Premises / Warehouse / travel (DSA and hazard) & supplier’s payments.
2. Initiate Purchase requisitions, Purchase orders, Good received note for goods and services .
3. Examine and record UNJLC financial transactions and prepare remittances for disbursements.
4. Reconcile the bank accounts in SDG and us $.
5. Insure the processing of payments to vendors for goods and services is accurate (calculating, inputting and checking payments documents for correctness and\Or discrepancies.
6. Insure that the security and safety regulation/measurements are adhered to and applied
7. Supervise the drivers;
8. Prepare monthly roster for drivers;
9. Monitor and assign transport requests;
10. Assist in the reception of Non Food Items for the office from suppliers by ensuring goods are accompanied by proper documentation match the required descriptions;
11. Assist in dispatch of Commodities/Non Food Items to field offices by seeking feedback on status of shipment and reception of items;
12. Monitor the condition of the ICT equipment in use and ensure that all equipment is up-to-date and functioning;
13. Constantly review the ICT equipment stocks; when required, prepare the list of equipment for disposal or procurement;
14. Follow up on Sudan inventory updates and assist in physical count and records maintenance;
15. Monitor the expenses related to utilities and suggest the ways to increase the cost-efficiency;
16. Manage the registry of incoming/outgoing correspondence;
17. Alternate with other administration staff as required by the Head of Administration;
18. Perform any other related duties as required
1. Assist the projects based in Juba and regional offices by arranging air and road transportation of staff and goods.
2. Responsible for the organizations transportation of Its consignments and storage in designated areas.
3. Undertake actions related to the administration of the human resource activities, e.g. processing visa requests, act as a focal point for contacting embassies for entry visa requests, assisting the new recruited staff and ensure consistency in the application of UN rules and procedures
4. Prepare a variety of reports, correspondence, and documents on administration-related matters ensuring appropriate presentation as well as accuracy of information as per required.
5. Oversee the maintenance of staff files and keep track of staff leave/absence/missions, including routine use of office equipments, preparation of documents.
6. Draft, respond to and forward daily correspondence by mail, fax and E mail.
7. Respond and act on telephone and e-mail enquiries, communicate these to project staff.
8. Assisting in the Procurement and Logistics and participating in their activities.
9. Perform any other duties as required.
10. Drafting and typing official and internal correspondence, e-mails and letters.
11. Keeping an updated soft and hard copies filing system for all the processes
1. Responsible for the Coordination of transportation of all Zoa staff and consignments within and out of Sudan
2. Responsible for the Drivers assignments, vehicles fuel, maintenance and Registration
3. Responsible for all the official procedures related with the organization e.g.: Foreign affairs, customs, Labor office, etc.
4. Responsible for all the visas and stay permits, exit visas, etc for expatriate staff and well acquainted with all the necessary procedures and required documents.
5. Reviews budget requirements of logistics activities and Assist in consolidation of logistic budget
6. Keeping records for all the processes, procurement, staff, assists and inventories.
7. Procurement of the company’s local goods and services eg: Office supplies, stationary and general purchases.