Administration Associate G6- Homs VA072/2019

Job Description

Within delegated authority, the Admin Associate will be responsible for the following duties:?????????? Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.?????????? Supervise the provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor.?????????? Support the production of various data and compile and prepare reports to support the effective and timely management of WFP resources.?????????? Supervise the admin assistant in to planning, monitoring and processing administrative actions related to procurement, 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?????????? Supervising the Transportation Unit including the Fuel consumption, Maintenance, travel schedule and Warehouse schedule.?????????? Provide the procedural and technical support to staff within the areas of finance and budget, to ensure compliance with WFP financial policies, rules and regulations (workshops, trainings, advance payments, retailer payments, CP?s payment).?????????? Support the development and implementation of financial policies and procedures, and assist in setup and implementation of proper accounting procedures, systems and internal controls (Supervising the Finance assistant regarding Petty cash, closing the operational advance, entering invoices in to ITS system) and monitor the daily cash position.?????????? Monitor the centralized registry system in order to process all payments to internal staff and invoices to external suppliers in a timely manner and in accordance with WFP standards.?????????? Contribute to the preparation, implementation and monitoring of budgets, monitor expenditure and budget forecasts, to ensure that relevant future funding requirements are met.?????????? Co-ordinate with other teams in order to ensure that all financial and administrative services are being performed efficiently and in line with the needs of the wider team.?????????? Compile data from the WFP database and systems in order to assist in generating and analyzing financial reports on a monthly basis.?????????? Allocate tasks to other support staff, provide guidance and on-the-job training in management of financial resources (e.g. managing the petty cash/sub-imprest account, review and analyze vendor and balance sheet accounts, etc.), to ensure services are delivered consistently and to the required standards.?????????? Follow standard emergency preparedness practices in order to meet immediate emergency requirements for further service on the job and in the field.?????????? Responsible for HR tasks (Attendance, overtime and being the first person to contact for all staff HR queries and provide guidance to the right HR contact at CO level)?????????? Evaluation for Finance assistant, Admin assistant, Drivers.?????????? Contribution in CP?s evaluation meetings and selection of Partner.?????????? Perform other related duties as required.

Keyskills :
Administration