Administration Assistant G5

ABOUT WFP

ORGANIZATIONAL CONTEXT

Under the supervision of the Procurement Officer of WFP Indonesia, the incumbent of the position will
be responsible for the following duties:

JOB PURPOSE

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

KEY ACCOUNTABILITIES (not all-inclusive)

• Organize and assist in the process to obtain staffs and their members the support documentation (visas, identification cards, UNLP, bank account, driving license, etc.); organize relevant Customs,
  immigration and UN documentation process, as required;

• Keep up to date file and tracking of the visa status of each international staff;
• Prepare correspondence letters to the government institutions for the visa request of the international staff and maintain close coordination closely;
• Execute the administrative arrangement on the protocol issues of UNWFP vehicles with the relevant government authorities;

• Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
• 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 moderately complex correspondence related to the area of responsibility;
• 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;
• Coordinate with other service units, UN agencies, CP, NGO, Government, arrange for and/or attend meetings on administration matters;
• Manage the immediate office with respect to communications, meetings and work flow; identify complex or sensitive subjects, and priority issues that need to be brought to the supervisor’s attention;
• Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside of the duty station of assignment;

• Extract, input, review for accuracy and file data from various sources;
• Set up, classify and maintain files;
• Initiate and modify automated transactions;
• Responsible for W2 data entries and reports related to Administrative tasks;
• Manage asset database and perform regular physical inventory and arrange disposal of assets when necessary;
• Perform basic procurement duties and act as Back-support for staff in the unit;
• Bring appropriate support to WFP Field Operations, including during Emergencies, as requested
• Perform other related duties as required.

OTHER SPECIFIC JOB REQUIREMENTS

This section is optional to describe additional responsibilities & knowledge required for the specific
job

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
•  Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
•  Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
•  Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
•  Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
•  Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
•  Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
•  Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
•  Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
•  Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
•  Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
•  Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

FUNCTIONAL CAPABILITIES

STANDARD MINIMUM QUALIFICATIONS

Education:
Secondary school education including or supplemented by courses related to the area of work.

Experience:
At least four years of progressively responsible job related experience in administration.

Language:
Fluency in both oral and written communication in Bahasa Indonesia and English.

General Service (Field): 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.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
• Has supported in providing ad-hoc guidance to new staff members
• Desirable Skills: Additional experience in Emergency Humanitarian operations is preferable. Experience working in
  an international organization or multicultural environment.

TERMS AND CONDITIONS

This position is for Indonesian national. Only Indonesians can apply to this vacancy.   

DEADLINE FOR APPLICATIONS

Deadline for application submission is 27 December 2016. 

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