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Administration Assistant G5 - Mukalla

1.00 to 10.00 Years   Al Mukalla, Yemen   15 Feb, 2022
World Food Program - Other locations
1 Jobs Openings
Job LocationAl Mukalla, Yemen
EducationNot Mentioned
SalaryNot Mentioned
IndustryNon-profit Organization
Functional AreaNot Mentioned

Job Description

JOB PURPOSETo support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.WFP Field Office in Mukalla covers operations in the four governorates in the eastern part of Yemen namely Al Maharah, Socotra, Hadhramaut, and Shabwah. Mukalla FO currently implements a wide range of Life saving and life changing activities such as GFD, CBT, School Feeding, FFA, nutrition, with a strong focus on food assistance to the IDPs.As the complexity of the programme increases in Yemen, and as the Mukalla FO plans to implement its Integrated Food Security, Livelihood, and Resilience Strategy with a strong focus on the sustainable livelihoods and resilience component, its staffing will increase and with it missions and events such as workshops.The Admin Assistant will work under the direct supervision of the Head of Field Office. He/she will mainly be responsible to Admin, Finance and HR matters and will serve as staff assistant as requested.KEY ACCOUNTABILITIES (not all-inclusive)

  1. Supportin organizing-events such as workshops and meetings, logistics and budgets, petty cash and operational advances.
  2. Ensure that all expenditure is properly approved and supported by original invoices and receipts.
  3. Safe custody of cash and ensure that replenishment requests are submitted on time
  4. Keep track of the budget expenditures for the FO and settle with AO admin/finance.
  5. Supporton HR matters such as guiding staff and ensuring Mukalla?s compliance in regular submissions of HR related documents
  6. Oversee staff leaves, R&R, and UNHAS flights booking.
  7. Maintain a file of relevant (non-sensitive) information of staff.
  8. In close coordination with security, manage the drivers and car fleet.
  9. Check the vehicles logbooks on daily basis and ensure fleet is roadworthy in all situations.
  10. Make sure the fuel supply for rental and WFP vehicles in Mukalla.
  11. Coordinate with hotel for incoming missions (to check the room availability & room booking etc).
  12. Focal point to secure office needs in coordination with WFP Aden and UNDP Mukalla.
  13. Ensure compliance of new staff in mandatory terms supported by HoFO.
  14. Participate in the Aden Senior Staff Meeting and any other relevant Aden or CO fora.
  15. Any other tasks as needed.

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