VACANCY ANNOUCEMEMT N°009/C0/CMR/2014

(Female Candidates are encouraged to apply)

The United Nations World Food Programme is looking for the services of a Senior Administrative Assistant with competencies listed below:

Title: Senior Administrative Assistant

Category: General Service

Grade: SC6

Contract Type: Service Contract

Contract Duration: 12 months (renewable)

Duty Station: Yaoundé

Closing Application Date: 07 November 2014

Accountabilities:

Under the direct supervision of the National Finance Officer and the overall supervision of the Administrative and Finance Officer, the incumbent will be responsible for the following duties and responsibilities:

• Supervises the Light Vehicle drivers and allocation of vehicles to drivers. Task drivers to transport staff and equipment on a daily basis per approved Request for Transport.
• Review vehicle log sheets on a weekly basis to ensure that drivers accurately complete required information. Monitor Fuel consumption and report discrepancies immediately to the Administrative & Finance Officer.
• Adhere to the WFP Vehicle Management Policy and Procedures and ensures that staff follows rules governing the use of WFP vehicles. Ensure that drivers obtain passenger waivers and monitor compliance with WFP Procedure.
• Ensure that vehicles files are up to date and documentation is properly maintained.
• Ensure that vehicle carry adequate insurance coverage. New vehicles and Current vehicles are licensed and insured annually.
• Maintain strict follow-up of the vehicles on lease terms of payment and contractual status.
• Ensure that in case of accident involving a WFP vehicle, Accident report forms are completed by the driver, that a police report/statement has been obtained and that a claim has been filled with the insurance company.
• Provide support to the sub-office in the area of Administration
• Ensure that unifor and other accesoires supplies for light vehicles drivers are procured and distributed on time.
• Ensure that security requirement and other tools for all light vehicles in the Country Office are in line with the UN requirements, in collaboration with ICT Assistant for radio installation.
• Co-ordinates with the private garages to ensure that upon detection of faults repairs and servicing are satisfactory carried out.
• Review and reconcile vendor statements on a regular basis to ensure invoices received and payments made have been properly processed
• Arrange pick-up/drop-off for official travels
• Assists with administrative clerical duties;
• Custodian Office Supplies and Cleaning Materials, controls the movement and stock level. Maintains Stock Cards.
• Quarterly reports on the stock level of Office Supplies and Cleaning Materials. Follow up with purchase request for necessary items
• Ensure that WFP inventory date base(AMD) is up-to-date
• Supervise AMD focal point in sub-Offices
• Assist in the purchase process of Non-Food-Items
• Performs other related duties as required.

Expected Results:

Well organised, reports and/or records, put together independently with only general guidance. Well organised work with accurate inforamtion and databases; efficiently supervised team of support staff or work unit. Demonstrated proficiency in all aspects of the work where actions may impact other organizational units. Assigned work is analyzed using extensive knowledge and experience and recommendations are provided to the manager of supervisor regarding the delivery of specialized processes.

Critical Success Factors:

• 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; to deal patiently and tactfully with staff members and other clients to have a high sense of confidentiality, initiative and good judgment.

Minimum qualifications

Education

• Secondary school education. Training in administrative field supplemented by commercial or related courses is desirable.

Experience

• At least five years of progressively responsible work experience, including at least three years in administrative services. At least one year at G5 level or equivalent.
• Experience utilising computers, including word processing, spreadsheed and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures will be an asset.

Language:

• Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station's language, if different.

Completed files (Letter of Motivation, Curriculum Vitae with refences, Diplomas, etc.)should carry the post title on the sealed enveloppe market "Confidential" quoting VACANCY ANNOUNCEMENT N°009/C0/CMR/2014

Applications can be deposited at the WFP office in Yaoundé.

Please address the applications to 

Country Director/Representative

World Food Programme

Valéry Giscard d'Estaing Avenue

Behind the Municipal Council

PO Box: 7308

Yaoundé

Closing Date of Application: 07 November 2014

Only applicants with corresponding profiles will be given due consideration.