ABOUT WFP
The UN World Food Programme (WFP) is the United Nations frontline agency against world hunger. It is the largest and longest serving humanitarian agency in Uganda. Currently WFP focuses on three priority areas: Saving lives in Emergencies; Building Resilience through Predicatable Safety Nets; Improving Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to Access Markets. WFP has operations in various parts of the Country. WFP cherishes and takes pride in fostering a working environment of high capacity, diversity and innovation. We are currently seeking experienced and creative applicants for the position of Business Support Assistant to join our team.
JOB PURPOSE
Under the direct supervision of the Finance Officer, the incumbent will provide finance, human resource and administrative support to the field office
KEY ACCOUNTABILITIES (not all-inclusive)
- Prepare quarterly inventory reports for the WFP property at the Field-Office;
- Monitor use of Field Office stationery and prepare quarterly requests for stationery;
- Set up, classify and maintain files in liaison with the administration unit at Country Office;
- Draft correspondence related or Field - Office official matters;
- Supervise drivers and other support staff at the Arua Field-Office;
- Co-ordinate the weekly and monthly travel work plans; make travel arrangements for staff by allocating drivers as per the weekly plans in liaison with the drivers/or their focal person;
- Prepare and submit transport related reports; request for repairs, monthly kilometre readings and vehicle service reports to transport section at head office;
- Manage Petty Cash and Sub imprest disbursements;
- Prepare budgets for the Field Office and its variance analysis;
- Prepare all payments vouchers required for any financial transactions in a timely manner;
- Prepare financial submissions and follow up replenishment at the Country Office level;
- Compile monthly Police and Security Guards attendance summary and process payment documents for approval of HOFO, prior to forwarding to the Country Office;
- Assist the HOFO in local purchasing of office supplies and materials;
- Monitor staff attendance and prepare monthly staff attendance reports;
- Maintain staff personal files and ensuring confidentiality of documents are adhered to at all times;
- Liaise with Human resources at head office on issues affecting staff at the Field Office for solutions;
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
FUNCTIONAL CAPABILITIES
- Knowledge of specialized common business practices and methods, gained through relevant technical training and experience.
- Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
- Ability to carry out basic data analysis and independently rectify problems requiring attention.
- Ability to monitor and record financial transactions.
- Good communication skills required to give and receive information and work with a variety of individuals.
- Ability to maintain confidentiality.
STANDARD MINIMUM QUALIFICATIONS
- Bachelor's degree in either of the following, Secretarial Studies, Business Studies, Business Administration, Public Administration, Social Sciences or any other related field obtained from a recognized institution;
- At least Five (5) years of relevant working experience in secretarial work or general administrative dutie
- Proficiency in both oral and written English is essential;
- Good knowledge of Ms Office
HOW TO APPLY:
To apply, please visit http://www1.wfp.org/careers/job-openings
Candidates are requested to Create an account in system before applying. Candidate curriculum and applications will be registered allowings profile updates and, apply for a job through WFP career website.
Qualified female candidates are particularly encouraged to apply
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status
WFP does not charge any fees from applicants at any stage in the recruitment process