Administration Assistant

Job Description

JOB PURPOSE?To coordinate and control full range of support services for designated areas of work; Ensure high quality, client-focused and value-for-money oriented support services.KEY ACCOUNTABILITIES

• Verify resource requirements in responsibility (WFP facilities, assets, fleet,?and travel?etc.), and assist in the identification of new requirements to facilitate efficiency and cost- effectiveness of operations and services.
• Coordinate provision of services such as facilities management, travel, assets and fleet related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
• Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in work.
• Support the production of various data and compile and prepare reports to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
• Oversee the maintenance of records and databases to ensure information is organised and readily available for staff and compliant with all relevant regulations and policies.
• Contribute to monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.

• Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.
• Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
• Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
• Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
• Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
• Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources

• 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.
• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.

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