VACANCY ANNOUNCEMENT No. 001/2015 Job Title : Senior Administrative Assistant – Fixed Term Proposed Pay Level : GS-6 Duty Station : Harare Organizational Context and Role: The United Nations World Food Programme (UN/WFP) in Zimbabwe seeks applications from qualified candidates for its Harare Office. Accountabilities: Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties: Supervise Admin unit, including Transport, Travel, Registry, Reception, Protocol, and Inventory; Advise and assist senior staff in the area of administration, including preparation and review of proposals/requirements; Monitor expenses, prepare adjustments and assist managers in the elaboration of resource requirements for budget submissions; Assist in preparation of budget performance with analysis between approved budgets and actual expenses; Prepare or customize financial reports on the basis of WFP corporate system generated reports; Organize and facilitate the administrative work of the office including the establishment of internal procedures and tracking systems for correspondence and documents; maintain administrative control records; verify that the work is done in accordance with corporate standards and within established deadlines; Manage the immediate office with respect to communications, meetings and work flow; identify complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention; Respond to complex queries from a variety of sources by producing targeted information or by re-directing to the most appropriate source; Review correspondence or information materials relevant to the area of work prepared by other support staff; Provide information and guidance to staff at all levels within the organizational unit/division; Prepare and/or consolidate complex reports, documentation including the production of forms, tables and charts; prepare complex correspondence, briefing notes and other documentation as requested; Assist in contract administration of external contractors including auditing invoices against the goods and services provided, processing and monitoring payments; Guide, train and daily supervise junior support staff engaged in the different administrative services including statistics, finance, programme, human resources activities and/or other related areas; Process and approve delegated administrative actions in accordance with WFP rules and regulations; Brief/debrief and inform staff including rules and regulations, policies and practices and documentation required to their area(s) of responsibility; VACANCY ANNOUNCEMENT No. 001/2015 Evaluate, develop, and recommend procedures. Participate in discussions on new/revised procedures and practices; interpret and assess the impact of changes and make recommendations on follow up actions; Coordinate with other service units and liaise frequently with specialized staff at the duty station of assignment and outside the duty station; Undertake field missions or maintain contacts with WFP’s field offices to provide administrative assistance and guidance; Forecast monthly cash requirements and monitor expenses against available cash; Check suppliers’ invoices for accuracy; Monitor and reconcile utilities accounts and ensure timely settlement of bills; Implement and/or strengthen internal controls to safeguard the organization’s funds and assets; Monitor and control movement of WFP assets; Certify expenses; Perform other related duties as required. Results Expected: Well organized reports and/or records, put together independently with only general guidance. Well organized work with accurate information and databases; efficiently supervised team of clerical staff or work unit. Critical Success factors: Sound judgment; ability to extract, interpret, analyze and format data and to resolve operational problems. Ability to work with minimum supervision; to supervise and train support staff; and to work effectively with people of different national and cultural backgrounds. Ability to work with accuracy under time constraints and pressure; to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgment. Qualifications: Secondary school education, Training in administrative field supplemented by commercial or related courses is desirable. Experience: At least five years of progressively responsible work experience, including at least three years in administrative services field and at least one year at G5 level or equivalent. Knowledge: Experience using computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative rules, regulations, policies and procedures. Specialized knowledge of WFP administrative rules and regulations and policies and practices in the specific area of work. Fluency in both oral and written communication in English. Desirable skills: Formal training in the relevant area of work. Proficiency in a second official UN language, depending on area of work. Qualified candidates are requested to submit their application on E-mail attaching both signed application letter, Curriculum Vitae (CV) and an updated Personnal History form (P11) showing name, address, email and telephone numbers of three referees. Clearly indicate the Position Title, VA Number and Duty Station being applied for to [email protected] on or before the closing date on 24 February 2015. Only short-listed candidates will be contacted for the recruitment processes. Qualified female candidates are particularly encouraged to apply. .
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