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

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

 Extract and input data from various sources in administrative, human resource, procurement and other WFP corporate systems;

• Extract, input, review for accuracy and file data from various sources;
• Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other;
• Initiate and process administrative actions such as those found in human resources, travel, procurement, disbursement;
• Monitor status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data;
• Review status of relevant expenditures and compare with approved budget; Assist in preparation of budget performance submissions;
• Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate, in particular all the payments related to Travel arrangements like flight tickets, visa costs, and other related documents
• Make computations, calculations and estimates and prepare various reports or periodic reports including tables, charts, statistics by providing basic analysis as requested;
• Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
• Receive telephone calls and refer them to the appropriate source or reply personally to simple queries when possible;
• Draft moderately complex correspondence related to the area of responsibility;
• Design and update charts and tables utilizing graphic tools, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions;
• Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided and process payments;
• Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for internal/external use; Provide analysis as requested;
• Make travel arrangements in line with administrative rules and procedures (tickets booking, visa support and visa arrangements, hotel booking, vehicle booking, communicating with other units on the travel plans, close collaboration with WFP Travel Agency and other travel related issues);
• Provide information related to the above functions and exchange a variety of statistical information;
• Coordinate and/or arrange meetings such as workshops and seminars;
• Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside the duty station of assignment;
• Set up, classify and maintain files;
• Initiate and modify automated transactions;
• Manage WFP Country Office assets and attractive inventories: perform proper recording, physical count, disposals as per the rules and regulations, and other activities required for proper asset management.
• Perform other related duties as required.

 Expected Results:

With initiative and judgement produces organised, quality technical and specialized work with well documented records and with well analysed data; Demonstrated responsibility for completion of specialized complex processes and activities requiring some interpretation of rules and practices; Recommends an appropriate course of action to staff at various levels within assigned function; Responsibility is taken for completion of processes and delivery of consistent service. Unforeseen situations are addressed by seeking advice and guidance from supervisor, as necessary. Work is integrated with other specialists or entities; May assign work to staff in lower grades.

 Critical Success Factors:

Ability to obtain or give factual information of a non-routine nature involving interpretation of facts and requiring clarity of expression. Ability to train other staff regarding relevant work responsibilities. Ability to work in a team environment and coordinate assignments to achieve consistency in service delivery and common goals. Ability to maintain relationships and perform as a reliable service provider or partner; Ability to analyze and recommend a course of action to staff at various levels. Ability to prioritize own work and assign work to other staff in lower grades.

Education:

Completion of secondary school education. 

Experience:

At least four years of progressively responsible work experience, including at least two years in administrative services, preferably with an international organisation.

 Knowledge:

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.

Language: 

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

 Desirable skills:

Formal training in administration and/or accounting. Working experience in the area of office administration, finance, human resources, transport, procurement and travel.

All interested candidates must send their P.11, CV, a cover letter in English and at least 3 references with indication of position title no later than 17:00, 9 September 2016 at: WFP Kyrgyzstan Country Office in Bishkek: 150 Panfilova str. or by e-mail:

Applications without P.11 form will not be considered. Only suitable candidates will be invited for interview.

“Qualified female applicants are encouraged to apply”

OPEN TO KYRGYZSTAN NATIONALS ONLY