Administration Assistant G ib

Job Description

JOB PURPOSETo support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.KEY ACCOUNTABILITIES (not all-inclusive)

1. Assign vehicle/driver for all official travels as and when requested.
2. Maintain duty roster for drivers for field visits, overtime, weekend duties if necessary
3. Forecast fuel requirement and manage fuel supply, issue fuel coupon to buy fuel and keep their record
4. Verify vehicles logbooks and share monthly logbook data with Aden Fleet Manager for recording in Fleet Management System
5. Supervise fleet for necessary repairing & maintenance to keep fleet operational and roadworthy
6. Keep track of accident reporting
7. Support in organizing, events such as workshops/meetings, logistics arrangements.
8. Coordinate with IOM for incoming missions (to check the room availability & room booking etc).
9. Focal point to secure office needs in coordination with WFP Aden Area Office and Humanitarian Hub Management at Marib.
10. Work closely with other sister organization in Marib to collaborate in arrangement of convoy movements and convoy arrangements.
11. Others as required

• Specialised knowledge of the application of practical methods, techniques, procedures and systems used in administration, typically gained through technical training and work experience.
• Broad knowledge and understanding of administration, and procedures.
• Ability to keep proper record of office/accommodation acids and proper tagging.
• Supervision of AVs/Soft skin and drivers as per WFP standards and procedures.
• Training and experience of all daily activities related to administration of office/accommodation and maintaining of proper record as per WFP standard procedures.
• Ability to manage and facilitation of staff requirements as per WFP standards and procedures.
• Excellent communication skills to maintain frequent correspondence with both, internal staff and relevant external vendors.
• Willingness to gain knowledge and comply with the WFP standards.
• Excellent report writing and monthly submission to the supervisor and coordination with the AO/CO.

Keyskills :