WFP National Administration Officer Job

Vacancy Announcement WFP/07/11

Applications from women candidates are strongly encouraged as WFP supports gender equality in the workplace.

Date of issue: 14 February 2011

Deadline for application: 25 February 2011

Job Title: National Administration Officer

Duty Station: Nairobi

Post Grade: NOB – Fixed-Term

Accountabilities:

Under the direct supervision of the International Finance & Administration Officer, the National Administration Officer will be responsible for the following duties:

• Provide leadership and guidance to the Administration Unit sub-sections which include travel, protocol, facilities management, transport fleet management, inventory, warehouse/stores, archives and registry management.
• Ensure efficient and timely provision of travel services to staff and/or WFP partners in relation to the application of visas.
• Ensure efficient administration of protocol services and processing of all protocol documents for relevant staff and official dependants.
• Ensure timely processing of WFP applications for VAT and duty exemptions of non-food items.
• Oversee transport fleet management services. Maintain records of and control fuel consumption, garage and fleet running costs.
• Systematically review the provision of office space. Supervise maintenance of the premises and facilities, including provision of utilities and repairs.
• Oversee the stores services, ensuring that they are well stocked; inventory management and warehouse services, ensuring accurate Asset Management Database (AMD) records are maintained and regularly updated. Ensure that yearly physical inventory count is carried out.
• Oversee registry and archiving services including receipt, circulation and dispatch of internal and external documents, parcels and pouches. Ensure that all invoices for WFP purchases are registered. Ensure that physical and digital archiving is in line with WFP record retention policies.
• Participate in the human resources activities of drafting terms of reference for administration staff, recruitment and performance appraisal.
• Coordinate with Procurement to ensure administration contracts and lease agreements are valid and Long Term Agreements for regular purchases/services are in place.
• Contribute to preparedness actions/contingency planning, make necessary recommendations and monitor implementation of activities.
• Participate in preparation of Administration Unit budget. Check and approve payment to vendors.
• Lead and guide the Administration Unit team with the preparation of the Unit Work Plan and management reporting.
• Participate in interagency activities, representing WFP in the UN Common Services Management Team (CSMT).
• Draft correspondence and internal Standard Operating Procedures/circulars relating to the Administration Unit.
• Perform other related duties as required.

Qualifications and Experience:

Education: University degree in Business/Public Administration or other fields related to office management and administration. A Masters degree in relevant field is desirable.

Experience: At least three years of professional experience in administration or facilities management with either a private or public sector organisation.

Knowledge:

• Training and/or experience utilising computers, including word processing, spreadsheet and other standard software packages and systems.
• General knowledge of UN system policies, rules regulations and procedures governing administration.

Critical Success Factors:

• Resourcefulness, initiative, maturity of judgement, effective working relations in support of work conducted by others.
• Ability to prioritise work and handle multiple tasks.
• Ability to deal patiently and tactfully with people in a multicultural environment.
• Ability to execute tasks quickly with minimal supervision.
• Ability to analyse data, draw conclusions and recommend a course of action.
• Demonstrated organisation and coordination skills. Ability to guide staff under his/her supervision.
• Ability to establish and maintain effective relationships with colleagues and business partners outside WFP.

Language: Fluency in both written and oral English and good spoken Kiswahili.

Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/07/11 with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees.

Candidates should also complete and submit a Personal History form (P.11) available on the following link – http://www.unon.org/docs/P11.doc.

All documents should be sent in an envelope which must be marked: CONFIDENTIAL
VA/07/11 and sent to:

Human Resources Officer
World Food Programme
P.O. Box 44482
Nairobi 00100

Applications must be received by the deadline.

Late applications will not be considered.

WFP does not charge a fee at any stage of the recruitment process.