ABOUT WFP

United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

Brief description of WFP in Uganda

WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Uganda with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.

As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.

ARE YOU UP TO THE CHALLENGE?

We are seeking a qualified individual for the position of Business Support Assistant (Logistics) G5 to be based in Kampala.  The selected candidate will be employed on Fixed Term

ORGANIZATIONAL CONTEXT

The UN World Food Programme (WFP),  is the largest and longest serving humanitarian agency in Uganda. Currently WFP Uganda focuses on three priority areas: Saving lives in Emergencies through; Building Resilience through predictable safety nets, improving Nutrition & Mother and Child Health and supporting Small Holder Farmers to Access Markets while working to help prevent hunger in the future. We do this through programmes that use food to build assets, spread knowledge and nurture stronger, more dynamic communities. This helps communities become more food secure. On average, WFP aims to bring food assistance to more than 80 million people in 80 countries.

The Administrative Officer (Fleet) role reports directly to the Head of Admnistration, based in kampala and working closely with the Area offices.

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders in the field typically report to the Country Director or the designate. Job holders in RBs or HQ typically report to a more senior Administration Officer. Job holders are likely to be working under the supervision of a more experienced staff member, receiving guidance and regular feedback on work performed.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for money oriented quality administrative practices.  The incumbent is expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines or practices including being able to recommend a course of action to staff at various levels.

KEY ACCOUNTABILITIES (not all-inclusive)

.1. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.

2. Facilitate travel arrangements and protocol related support to unit staff, maintain and share information, to contribute to the provision of a safe and comfortable working environment.

3. 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.

4. 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.

5. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources

KEY ACCOUNTABILITIES CONTINUED

6. Provide support to Bilateral Service Provision activities, following standard processes and facilitating, directly or indirectly, the effective delivery of services to Partners.

7. Respond to a variety of technical queries/requests for support, following standard processes, and obtaining guidance as required, to ensure timely and accurate resolution of all enquiries with a high standard of client service mind-set.

8. Monitor Partner and WFP’s Strategic Inventory management processes to track trends and account for the inventory status from source to beneficiary.

9. Collect and compile data, produce and/or contribute to reports (e.g., SPRs, financial closure, physical inventory,) and ensure information accuracy in corporate systems in support to informed decisionmaking.

10. Perform any other duties as deemed necessary.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
•  Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
•  Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
•  Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
•  Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
•  Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
•  Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
•  Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
•  Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
•  Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
•  Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
•  Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

FUNCTIONAL CAPABILITIES

STANDARD MINIMUM QUALIFICATIONS

Education:

University degree in Business or Public Administration or related field obtained from a recognized institution.  Postgraduate professional training in management or administration will be an added advantage.

Experience:

At least five years professional experience in similar position gained either in WFP or from an equally reputable organisation.  Demonstrated ability to perform all routine administrative activities in line with WFPs operating standards through day-to-day work.  Ability to provide ad-hoc administrative guidance to other staff.

OTHER SPECIFIC JOB REQUIREMENTS

Knowledge and Skills:

Ability to convert business plans into clear actions for team members to support the implementation of the programme.  Ability to collect and report data to draw out fact-based insights.  Ability to demonstrate basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.  Ability to monitor trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.  Demonstrate a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.  Ability to monitor and supervise administrative work against the established standards and protocols for service excellence.  Ability to ensure that customer problems are identified and resolved.  Demonstrate proficient digital skills in using Microsoft Word, Excel, PowerPoint, Outlook and Teams.

Language:

Fluency in written and oral English language.