Administration Assistant, Dushanbe, Tajikistan

Organization: United Nations World Food Programme (WFP)

Country: Tajikistan

City: Dushanbe, Tajikistan

Office: WFP Dushanbe

Closing date: Sunday, 22 November 2020

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT WFP

The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

ORGANIZATIONAL CONTEXT

Incumbent is expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. S/he would work under minimum supervision, perform basic analyses and compile reports to support information consistency and effective delivery of Administrative services. S/he should be able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

Based in Dushanbe Country Office, under the general supervision of the Head of Admin/Finance Unit the incumbent reports to the Administrative Associate.

KEY ACCOUNTABILITIES (not all-inclusive, within delegated authority)

Check the provision of a range of services, including facilities and light vehicle management, inventory, 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;
Contribute to improvement of business procedures and processes;
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;
Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
Make computations, calculations and estimates and prepare basic reports or assist in the preparation of periodic reports including forms, tables, charts and other;
Respond to queries from a variety of sources by providing available information and provide advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
Draft correspondence relating to the area of responsibility;
Tags continuous improvement emergency situation human resources procurement tajik word processing

Arrange meetings such as workshops and seminars;
Make travel arrangements in line with administrative rules and procedures;
Set up, classify and maintain files;
Initiate and modify automated transactions;
Perform other related duties, as required.

JOB REQUIREMENTS

DESIRED EXPERIENCE FOR ENTRY INTO THE ROLE:

Four years of progressively responsible support work experience in general administrative work, including experience in the field of accounting, human resources, administrative services or other related field.

Formal training in administration. Knowledge of WFP administrative manuals in the area of finance, budget, human resources, transport, procurement or travel; General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.

Good interpersonal skill, sound judgement, ability to extract, interpret, analyse and resolve operational problems;
Good knowledge and experience in utilising computers, including word processing, spreadsheet and other WFP standard software packages and systems;
Ability to work with minimum supervision, strong trouble-shooting and communication skills;
Ability to work hard and effectively in emergency situations and under the pressure; strong organizational skills to keep and implement several tasks as per identified priorities;
STANDARD MINIMUM QUALIFICATIONS

EDUCATION:

Completion of secondary school education. University degree in relevant field is desirable.

EXPERIENCE:

Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work

Ability to plan and organize work, resourcefulness, initiative and problem-solving skills.

LANGUAGE:

Fluency (level C) in English and Tajik. Fluency in Russian is an advantage.

TERMS AND CONDITIONS

Type of Contract: Service Contract (SC)

Duration of Contract: 12 months (with possible extension)

Duty Station: Dushanbe, Tajikistan

WFP offers an attractive compensation package: 16 weeks of maternity leave is part of the package, a staff member may also avail of special leave with full pay up to 8 weeks following maternity leave. Also 28 calendar days of paternity leave. For more details please visit International Civil Service Commission website: https://www.un.org/Depts/OHRM/salaries_allowances/salaries/tajikist.htm

DEADLINE FOR APPLICATIONS

22 November 2020

Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.