WFP recruits an Administration Assistant SSAG- Mutare/ Zimbabwe
Organizational context :
The Administration Assistant reports to the Head of Mutare Field office and/or Administration Officer.
At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
Job purpose :
To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.
Key accountabilities (not all-inclusive) :
- Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
- Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
- Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
- Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
- Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
- Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
- Guide, train and supervise more junior staff.
Functional capabilities :
| Capability Name | Description of the behaviour expected for the proficiency level |
| Business Support Services & Reporting | Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. |
| Internal Controls & Risk Management | Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. |
| Resource Management | Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. |
| Specialised Knowledge in Administrative Services | Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. |
| Customer Focus | Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved. |
Standard minimum qualifications :
Education:
Completion of secondary school education. A post-secondary diploma or degree in the related functional area is desirable.
Language:
Fluency in both oral and written communication in English and Shona.
Other specific job requirements :
- Ability to produce well organised reports and/or records, put together independently with only general guidance.
- Must be able to produce organized work with accurate information and databases; and be able to efficiently supervise a team of staff in the work unit.
- Demonstrate sound judgment; 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;
- Ability to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgment.
Desired experiences for entry into the role :
- Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
- Has supported in providing ad-hoc guidance to new staff members
Terms and conditions :
Qualified candidates are requested to submit their application via E- Recruitment attaching a signed application letter, a Curriculum Vitae and a signed Personal History Form (P11) available at http://www.unon.org/docs/P11. Only short-listed candidates will be contacted for the recruitment processes. WFP DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING)
Deadline for submission of applications: 29 July 2019
