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Senior Administrative Assistant (SC6) Send to a friend Print Version
Expire date Friday, 28 June 2013
Contract type SC6
Agency WFP
Duration 6 months with a possibility of extension
Place Bishkek
Terms of Reference

Supervision received: Senior Administrative Assistant will be directly supervised by the Finance and Administration Officer and under the general supervision of the Deputy Country Director. 

Accountabilities: Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties: 

  • Advise and assist senior staff in the area of administration including preparation and review of financial and human resource proposals/requirements;
  • Monitor expenditures, 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 expenditures; 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 a selected number of administrative control records, and automated reports related to travel, insurance, logistics, audit, investigations, budget and other; 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 to ensure understanding of intent and deadlines;
  • 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 specific area of responsibility;
  • 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;
  • May undertake field missions or maintain contacts with WFP’s field offices to provide administrative assistance and guidance;
  • Perform other related duties as required. 

Expected Results:

Well organised, reports and/or records, put together independently with only general guidance. Well organized work with accurate information and databases; efficiently supervised team of support staff or work unit. Demonstrated proficiency in all aspects of the work where actions may impact other organizational units. Assigned work is analyzed using extensive knowledge and experience and recommendations are provided to the manager or supervisor regarding the delivery of specialized processes. 

Critical Success Factors:

Ability to extract, interpret, analyse and format data and to resolve operational problems. Ability to work with minimum of 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 other clients and to have a high sense of confidentiality, initiative and good judgment. 

Education:

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. 

Knowledge:

Demonstrate an ability to use Microsoft word, Excel, and other standard software packages and systems related to administration management. Be able to demonstrate knowledge of standard administration policies and procedures used by international organisations. Knowledge of working with administrative procedures in emergency settings is desirable. General knowledge of UN system policies, rules, regulations and procedures governing human resources administration is an asset. Work experience in large UN/international organizations is also an advantage. 

Language:

Fluency in English and Russian, knowledge of Kyrgyz is an asset.

Background

All interested candidates must send their P.11, CV, a cover letter in English and at least 3 references with indication of position title to wfp.bishkek@wfp.org by 17:00, 28 June 2013. Applications without P.11 form will not be considered. Only suitable candidates will be invited for interview. Qualified female applicants are encouraged to apply.

Download Form p.11.en.zip (Size: 79 Kb)
Supporting Documents TOR_Senior Administrative Assistant_SC6.doc (Size: 63 Kb)
Created Friday, 14 June 2013

 

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