vacancy Announcement No. 2011/TLS-016

vacancy Announcement No. 2011/TLS-016

Position Title: Administrative Assistant (1 position)
Contract Type: Service Contract
Post grade: SC-4
Duty Station: Dili
Duration: One year Service Contract
(with 3 months SC probation period) renewable. EXTENDED FOR 2 WEEKS.
Deadline of Application: 18 July 2011

Duties/Responsibilities: Under the direct supervision of the designated official, the Administrative Assistant will be responsible for, and not limited to, the following duties:
qExtract and input data from various sources in administrative, procurement and other WFP corporate systems;
qMaintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and others;
qInitiate and process administrative control records, such as for commitments and expenditures, travel, insurance , procurement and others;
qMonitor status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data;
qReview status of relevant expenditures and compare with approved budget; Assist in preparation of budget performance submissions;
qReview supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
qMake computations, calculations and estimates and prepare various reports or periodic reports including tables, charts, statistics by providing basis basic analysis as requested;
qRespond to queries from a variety of sources by providing available information and provide advice and guidance on rules and regulations related to area of work.
qDraft correspondence relating to area of responsibility; design and update charts and tables utilizing graphic software, design hard copy and computer resident forms, initiate, update and tract computer assisted processing of administrative actions.
qAssist with day to day administration of contracts with external contractors; check contractors' invoices against the goods and services provided and process payments;
qArrange meetings such as workshops and seminars; make travel arrangements in line with administrative rules and procedures; set up, classify and maintain files.
qRecord and maintain inventory in the AMD system.
qResponsible for stationary request and record in the proper system.
qSupervise drivers and ensure proper and cost-effective use of WFP vehicles. Prepare weekly/monthly rosters.
qPerform any other related duties as assigned by supervisor(s).
Qualifications/Experience:
§Secondary School education. Training in Administration will be an advantage.
§At least 4 years of progressively responsible support work xperience in general administration work.
§Sound judgment, initiative and integrity; ability to extract, interpret, analyze and format data and to resolve operational problems. Ability to work with minimum of supervision; ability to work effectively under time constraints and pressure and to deal patiently and tactfully with staff members at all levels and with others.
§Fluency in both oral and written English. Knowledge of local languages.
Qualified candidates are requested to quote the Vacancy Number on the envelopes and send or hand deliver their application letter, enclosing their updated CVs together with copies of academic and professional certificates, names and addresses of three referees to:
Human Resources Unit
UN World Food Programme
Rua Balide, Mascarenhas, P.O. Box133, Dili, Timor Leste
Post is open to male and female candidates, but female candidates are particularly encouraged to apply. Only short-listed

candidates will be contacted. Date of Issue: 4 July 2011

WFP GIVES AN EQUAL OPPORTUNITY TO ALL GENDER OR EMPLOYEE

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