Administration Assistant G5
6 days ago
**ORGANIZATIONAL CONTEXT**:
These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.
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)**:
1. Check the provision of a range of services, including facilities and light vehicle management, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
1. Check the provision of a range of services, including facilities and light vehicle management, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
2. 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.
3. 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.
4. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
5. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
7. Arrange, monitor and follow up all the processes and related matters related to protocol arrangements process, stay permit, custom clearance and personnel effect and to guide and update the staff accordingly.
8. Coordinate closely with State Secretariat Ministry, Ministry of Foreign Affairs, Custom and Tax Office for protocol related processes, approval and clearances.
9. Responsible and monitoring (including renewal) of plate ID for all vehicles document.
10. Arrange and follow up on the process of tax exemption for imported goods.
11. Focal point of IDCO Local Process Expert (LPE) for mobile Global Equipment Management System / GEMS Asset System.
12. Conduct Annual Physical and reconciliation of the assets in the system.
13. Liaise with Asset Support team in HQ regular asset tracking and inventory status
14. Arrange Local Property Survey Board (LPSB) meeting, coordinate with staff to achieve most efficient use and management of WFP IDCO assets, inventories;
15. Ensure proper and safe condition for storage room are maintained including the disposal of the unused items and management of PPE items.
16. Receive and register all incoming invoices and payment requests related to regular admin services and close coordination with finance unit.
17. Prepare outgoing pouch to all sub-offices, HQ and other places and to ensure their delivery through courier and other means on a timely manner;
18. A general administration support including up-keep of the meeting room and reception area, check the provision and supervise the maintenance of a range of services / office facilities;
19. Receive and release office supplies and maintenance of office consumables, office emergency stock and first aid kit;
20. Maintain mobile records SIM cards and circulate mobile phone bills to staff;
21. Liaise with procurement for the provision / extension of contracts related to admin services.
22. Regular coordination with all units for filing and storage.
23. Alternate focal point for admin working group.
24. Perform other duties as required.
**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.
**Perfo
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