United Nations World Food Programme (WFP) - Administrative Assistant (Based in Dhaka)

Vacancy Announcement WFP/SC/2014/24 Date of Issue: 11 June 2014 Date of Closing: 26 June 2014 The United Nations World Food Programme (WFP) Bangladesh is looking for qualified Bangladeshi nationals for recruitment of the following position: Title : Administrative Assistant Type of Contract : Service Contract (SC) Grade : GS-2 No. of position : 1 (one) Duty Station : Dhaka, Bangladesh Duration : 01 (one) year with possibility of extension Responsibilities: Under the direct supervision of the Administration Officer and overall guidance of the Head of Operations Support Section (OSS), the Administrative Assistant will be responsible for the following duties: Extract and input data from various sources in administrative, human resource, procurement and other WFP corporate systems; Extract, input, review for accuracy and file data from various sources; Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other; Initiate and process administrative actions such as those found in human resources, travel, procurement, disbursement; Monitor status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data; 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 various reports or periodic reports including tables, charts, statistics by providing basic analysis as requested; Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source; Draft routine correspondence related to the area of responsibility; Design and update charts and tables utilizing graphic tools, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions; Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided and process payments; Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for internal/external use; Provide analysis as requested; Provide information related to the above functions and exchange a variety of statistical information; Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside the duty station of assignment; Work as petty cash cashier; Set up, classify and maintain files; Initiate and modify automated transactions; Make travel arrangements for all staff. This includes making reservation for tickets, ensuring that tickets are collected and given to the passenger in good time, and that all travel is in accordance with the WFP travel guidance; Liaise with travel agents and ensure that the Programme gets the best service and price for all travel; Maintain database on all staff travel and costs including an updated list on all staff on travel; assist in providing staff with information regarding requirements for travel both within the country and abroad; Maintain travel control records; Initiate and process travel requests and claims; Review all travel claims submitted by staff for reimbursement; Train staff in the country office engaged in the processing of travel documents in the procedures, rules and regulations and in the administration of documentation; Brief/debrief staff members on issues relating to a variety of administrative areas, e.g., visas, licenses, security, documentation procedures and practices, administrative procedures, etc; Provide assistance in arranging for meetings and workshops including, advising staff on suitable locations for the meetings, making preliminary bookings, liaising with the hotels and providing any administrative assistance required for the meeting e.g. availability of equipment and communication facilities at meeting venues; Assist in the preparation of office budgets on travel costs and maintain necessary budgetary control records; Maintain a database on travel costs for the different trips undertaken to assist finance in budgeting for travel; Perform other related duties as required. Expected Results: Produces organised, quality technical and/or procedural work with well documented records conforming to required format and with well analysed data. Demonstrated competence in required processes where actions are interlinked with other entities or interaction requested with specialized staff; General processes are completed using full knowledge and understanding of a body of rules, practices, policies and procedures, or quality technical support is provided to specialized activities; May provide on-the-job training and guidance on office practices to staff in lower grades. Critical Success Factors: Ability to review a variety of data, identify and adjust data discrepancies. Identify and resolve operational problems. Ability to communicate moderately complex matters clearly and concisely. Ability to perform detailed work, work of a confidential nature and/or to handle a large volume of work possibly under time constraints. Ability to deal patiently and tactfully with people of different national and cultural backgrounds. Competencies: Action Management: Organizes and plans work to accomplish given objectives with minimal supervision. Makes decisions, takes actions to move issues forward and follows up on actions. Communications: Constructs messages in a manner that respects sensitivity and confidentiality. Seeks opportunities to improve communication with all individuals regardless of gender, national and cultural background. Ethics & Values: Encourages others to respect procedures and rules and to take individual responsibility for their work. Anticipates individual breaches in confidentiality and/or security and take action to prevent them. Teamwork: Identifies the developmental needs of team members. Ensures that all team members are informed and updated on the team’s progress and objectives. Takes constructive action to resolve conflict. Behavioural Flexibility: Incorporates diverse perspectives to solve problems. Encourages the exchange of diverse points of view within the work unit. Remains productive through periods of transition, ambiguity and/or uncertainty. Client Orientation: Encourages co-workers to achieve a high standard of client service. Manages the expectations of clients. Proactively informs clients of resources, services and issues affecting them. Evaluates clients’ feedback and adjusts own services. Initiative: Strives to increase effectiveness of routine work tasks. Implements solutions to problems in work unit. Ensures high standard of own work when faced with challenging circumstances. Concern for Order: Performs accurately and with precision in high pressure situations. Maintains systems to organise complex data for future use. Information Seeking: Analyses and interprets pertinent data. Identifies and resolves data discrepancies or operational problems in own work. Minimum qualifications: Education: Higher secondary school education with training in administrative field, preferably Bachelor’s degree in Public Administration, Business Administration or any related field. Experience: At least three years of progressively responsible travel and general administrative work including at least one year in the field of accounting, human resources, administrative services or other related field and at least one year in the related area. Other desirable skills: Training and/or experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration. Language: Fluency in both oral and written communication in English. Submission of application: Only candidates meeting the above requirements are requested to send their application completing “Summary of Candidate’s Profile” as per attached format, detailed CV (with photograph, contact telephone number and name & addresses of three references) and the application through email to: Bangladesh_Vacancy_Announcement@wfp.org mentioning the position applied in the subject line by 26 June 2014. Incomplete applications will be disregarded. Only short-listed candidates will be contacted. Any persuasion or attempt to persuasion will disqualify the candidature. Click here to download the Summary of Candidates Profile Form. WFP is an equal opportunity employer. Since women are underrepresented in WFP Bangladesh, qualified female candidates are strongly encouraged to apply       UN Offices, IDB Bhaban, E/8-A, Rokeya Sharani, Sher-e-Bangla Nagar, Dhaka-1207, Bangladesh, GPO Box 2488, Dhaka-1000 Tel : (880-2) 8116344-48, 8119064-72, Fax : (880-2) 8113147, email : info.bd@wfp.org, Website: http://www.wfp.org/bangladesh