Compound Administration Assistant

World Food Programme is recruiting a Compound Administration Assistant, to be based in Maputo, Mozambique.

Duties

• Ensure the management of the WFP Compound and WFP premises and adhere to WFP standard and procedures for security of premises, assets and personnel and appropriate reports are produced timely
• Monitor the performing of all regular maintenance checks and fills the required forms; The completed forms and duly signed to be recorded safely for future references whenever needed
• Produce a monthly report, this must contain the outcomes of the monthly chekings, as per maintenance guidelines as well as corrective actions taken or to be taken
• Be the focal point for communication between WFP and the tenants; This include to receive tenants’ concerns and do the following up with the CO in order to ensure that the requests are attended
• Prepare quartely procurement plan for presentation to supervisor and further approval by Management; After approval, should ensure the correct implementation of the approved plan, in line with WFP procurement guidelines
• Controls the stocks available in the Compound and produce a monthly report stating the existences
• Ensures that all equipments in the Compound are recorded in GEMS, by reporting timely to the GEMS focal point at CO level and assist in the performing of yearly physical count for Compound
• Monitor the implementation of service contracts in the Compound
• Submit invoices for timely processing to the Admin Unit for final approval by CO management
• Prepare drafts for lease agreement, including the inventory lists per house, submit to his/her supervisor review and then to management for approval/signature
• Organize maintenance works on the housing compound and liaise with Procurement Unit for arranging contractors to carry out routine maintenance tasks
• Attend meetings of WFP compound housing committee when required
• Inspection of the Compound and perimeter to ensure it is clean and tidy at all times
• 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
• Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided
• Propose any actions aiming to improve the management of Compound
• Supervise staff as required
• Any other duties as may be assigned from time to time

Requisites

• Ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
• Ability to supervise staff whenever required
• Certification in electricity/plumbing or experience in buildings maintenance works is a plus
• Standard minimum academic qualifications:
• Completion of secondary school education; A post-secondary certificate in the related functional area is desirable
• Fluency in both oral and written communication in Portuguese and basic notions of English

Notes

• Only short listed applicants will be contacted