The United Nations World Food Programme (WFP) in Mozambique wishes to recruit qualified and experienced Mozambican nationals for the role of Senior Administrative Assistant, to be based in Maputo.
Duties
Under the direct supervision of the Head of the Administration Section and the overall supervision of the Head of Finance & Administration Unit, the incumbent will be responsible for the following duties:
- Provide advice and support to the Country Office management and the Head of Finance and Administration unit on administrative issues
- Assist in contract administration of external contractors including auditing invoices against the goods and services provided, processing and monitoring payments
- Monitor expenditures, prepare adjustments and assist managers in the elaboration of resource requirements for budget submissions
- Identify problems in administrative areas and suggest alternative solutions to resolve issues and ensure compliances with WFP policies, rules and regulations
- Set up proper administrative procedures and systems
- Implement WFP administrative systems in the office, and ensure timely periodical and other administrative reports and those administrative controls systems are functioning and records are well maintained
- Establish and maintain administration contacts with other Un agencies and ensure consistency in local practices regarding administrative matters
- Establish and ensure that central registry filling system and pouch services are functioning according to established procedures
- With Administration function ensure monitoring travel function (advances, ticketing) is properly responding to the Country Office travel needs
- Supervise staff as required
- 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
- Ensure that Country Office fleet management and dispatch functions are maintained according to established procedures. Reports and utilization and downtime of all Country Office vehicles
- Ensure proper maintenance of physical inventory (AMD, WINGS) filling and recording systems
- Draft and review correspondence or information material relevant to administration
- Ensure support of audit reviews and timely responses and follow up are provided for internal and external audit observations regarding administrative issues
- Any other duties assigned
Requisites
Education
- A 3-year post secondary school diploma in administration, management, accounting or finance
- Undergraduate degree in Business or Public Administration, Management, Accounting, Finance, or related fields would be an asset
Experience
- At least 3 years of professional experience in Accounts, Administration, Management, and Audit or closely related fields
- Relevant experience with NGOs, international organizations or bilateral development agencies would be an asset
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of database packages are required
- Working experience in web based ERP financial systems (i.e. SAP, PeopleSoft, Oracle, etc) would be an added value
- Knowledge of IPSAS is desirable
Language
- Fluency in Portuguese and both oral and written communication in English
Notes
- WFP regrets its inability to respond individually to each applicant. Only shortlisted and recommended candidates will be contacted
- WFP will not return submitted documents. Applicants are therefore advised to submit only copies of requested documents
How to Apply
1. Documentation
- Letter of application
- Detailed and updated CV
- Copies of university or college certificates
- Copy of the identification card
- Three references with their names, title and contact details (physical address, email address and cell number)
2. Application
- Submit your Documentation in a sealed envelope marked "Confidential" with the Vacancy Number "06/2014" to the following address: WFP Representative and Country Director - World Food Programme - 1302, Zimbabwe Avenue - Maputo