UNDER THE DIRECT SUPERVISION OF THE SR. ADMINISTRATIVE ASSISTANT, THE INCUMBENT WILL BE REPSONSIBLE FOR THE FOLLOWING DUTIES:
Ø Act as focal point for operational offices and Hubs/EDPs to
o provide consistent administrative support from Provincial Office,
o assist them compile their requirements for their offices/hubs, and
o review payment requests and attachments received from field and submit to Finance for payments;
Ø Assist in organizing trainings and workshops by coordinating with requesting units and ensure receipt of quality and timely services; coordinate with hotels/guest houses to arrange for the requirements of events well in time;
Ø Liaise with the Guest House Management, Admin. and Security Units and responsible for
o reservations,
oconducting spot checks for cleanliness and working condition of
equipments,
o preparation of invoices for the guests and submit report to Finance,
o preparation of monthly statement of Guest House receipts, and
o providing updates on the progress of civil works at Guest House;
Ø Assist in arrangement for printing material such as staff visiting cards, ration cards and other materials for programme activities;
Ø Act as an alternate for Admin. colleagues during their absence to backstop their relevant areas of work;
Ø Perform any other relevant duty as and when assigned.
Required Skills
Training and/or experience utilising computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.
Formal training in administration. Knowledge of WFP administrative manuals in the area of finance, budget, human resources, transport, procurement or travel.
