Administration Associate SC L6 - Sudan - WFP - Closing Date : 22 January 2017
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JOB PURPOSE
To prepare, set up, schedule and review the entire guesthouse record keeping in compliance with WFP rules and regulation. Prepare monthly reports on the Guesthouse cost recovery, reconciliation of the receipts and occupancy sheets for guesthouses.
KEY ACCOUNTABILITIES (not all-inclusive)
- Provide reception services to WFP internal & outside visitors.
- Manage the day to day running of the WFP guesthouses including catering, bookings and issuing bills on a timely basis.
- Prepare monthly reports on the Guesthouse cost recovery, reconciliation of the receipts and occupancy sheets for guesthouses.
- Follow up on payments for accommodation, food and other recoveries related to the guesthouses.
- In consultation with Head cook, Prepare daily/weekly shopping lists for food for Guest house in accordance with the menu plan & ensure appropriate accounting for the purchases.
- Supervise the guesthouse staff (cleaners, cooks, gardeners on daily basis).
- Set up, classify and maintain Guesthouses Files.
- Undertake field missions to maintain contacts with SO’s and provide administrative assistance/guidance for the running of guesthouses.
- Review the entire guesthouse record keeping in compliance with WFP rules and regulation, including monthly GH report, and make recommendations for improvement to management.
- Ensure the regular maintenance of all major installations, including the identification of problems and to inform Senior Admin Assistant (Facilities) for proper maintenance, including electrical, plumping and sewage.
- Schedule preventive and routine maintenance of all site equipment and fittings in the Guesthouses
- Initiate & modify Purchase requisitions for items needed for guesthouses as well as PR cleaning services.
- (within curfew hours) Be available outside office hours to respond to emergencies at the Guesthouses.
- Perform any other duties as required.
OTHER SPECIFIC JOB REQUIREMENTS
Experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system financial policies, rules, regulations and procedures. Specialized knowledge of WFP financial and administrative rules and regulations and policies and practices in the specific area of work.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People
- Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
Partnership
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
STANDARD MINIMUM QUALIFICATIONS
Education: University Degree in Business Adminstration Studies or equalvent.
Language: General Service : Fluency in both oral and written communication in English and Arabic.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
At least five years of progressively responsible clerical work experience in general administrative work including at least two years in the field of finance, accounting, audit, administrative services or other related field and at least one year at the G4 level or equivalent.
TERMS AND CONDITIONS
This vacancy is open to qualified Sudanese Nationals Only. WFP is the United Nations frontline agency in the fight against global hunger. In the pursuit of WFP’s mission to feed the hungry poor, WFP employees must uphold the highest standards of ethical and professional conduct at all times. WFP has zero tolerance for fruad & corruption, sexual exploitation and discrimination.
DEADLINE FOR APPLICATIONS
Posting Date: 09.01.2017
Closing Date: 22.01.2017