ABOUT WFP
The United Nations World Food Programme (WFP) WFP is recognized as the leading solution provider and partner in the struggle to end hunger and malnutrion and particularly for its efforts to reach those furthest behind first.
Being the frontline agency of the United Nations system that delivers innovative hunger solutions to 81 countries each day worldwide; WFP’s 14,800+ strong staff share a vision and commitment to end hunger by 2030. Tackling the causes — not just the symptoms – and operating in the remotest corners of the world, with all logistical means necessary, WFP’s results-focussed team provides nutritious and life-saving food and cash assistance when necessary. Bringing unrivalled experience and operating in the world’s most high profile, difficult environments, WFP upholds the humanitarian principles of humanity, integrity impartiality and neutrality.
In successfully achieving the Sustainable Development Goal 2 (SDG 2) i.e Zero Hunger by 2030, the WFP team actively fosters partnerships with governments, communities, local authorities, civil societies, other UN agencies and the private sector.
For more on WFP and what we do, please go to http://www.wfp.org/videos/zero-hunger.
JOB PURPOSE
To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.
KEY ACCOUNTABILITIES (not all-inclusive)
- Invoice processing for all Admin services:
• Raise PRs, SESs/GRNs on time and monitor conversion to PO
• Monitor and process invoices on the Invoice Tracking System.
• Monitor PO values and ensure sufficient funds for invoice processing.
• Reconcile all invoices against the POs. - MPO and UNJS focal point:
• Raise MPOs for Admin Unit in accordance with MPOs directive.
• Generate quarterly reports on total MPOs and value for the unit.
Telephone bills coordinator
• Distribute monthly mobile and landline bills to all staff.
• Generate monthly reports on each Unit’s phone expenditure.
• Record and keep updated staff responses on personal identification of calls.
• Communicate same to Finance for follow up.
• Keep an accurate audit of all mobile sim cards and contracts in the office.
• Reconcile total number of handsets and allocated numbers against the summary bill each month.
• Provide bills to relevant COs and monitor usage.
• Respond to all queries related to mobile phones and liaise with service provider in that regard
Admin Long term Agreements
• Monitor all contracts’ expiry dates and initiate renewal/tender process.
• Draft terms of reference for contract renewal or tender process.
Stationery focal point
• Keep accurate record of stationery.
• Produce monthly reports on stationery consumption and stock count.
• Distribute stationery to staff as per request
Responsible for pouches
• Ensure all outgoing and incoming pouch is logged and distributed accordingly.
• Responsible for all mobile phone related queries
• Vendor creation focal point
• Act as alternate for Protocol Assistant and RD/DRD’s office assistant.
• Operate a variety of office equipment such as photocopier, facsimile, printer, telex, and maintain supplies; produce photocopies of materials as required and collate pages when necessary;
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.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Knowledge & Skills:
- Knowledge of specialised 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.
Language:Fluency in English language.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
DEADLINE FOR APPLICATIONS
Closing date: 28 April 2017
More Information
- Job City Johannesburg
