CLOSED --- WORLD FOOD PROGRAMME looking for SENIOR ADMINISTRATIVE ASSISTANT

Job Title:  Senior Administrative Assistant                               

Contract: Service Contract (SC6)

Duty Station: Gaziantep, Turkey                                                           

Duration: Till 31 December 2014(extendable)

Supervision received:  The Senior Administrative Assistant will be under direct supervision of Admin/Procurement Officer in Ankara.

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Accountabilities: Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties:

·         Day to day management of a highly serviced building accommodating approximately 110 staff from various UN agencies

·         The Key duties include assessment reports, site supervision, project/programme management and coordination of maintenance works.

·         Liaise with WFP personnel and other UN agencies resident in the WFP office building about all aspects of building management and maintenance

·         Liase with the Landlord(owner of the building), his contractors and manage and supervise WFP directly employed contractors for  on all aspects of building management and maintenance.

·         Manage the immediate office with respect to communications, meetings , workshops, seminars and work flow; identify complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the direct supervisor’s attention;

·         Manage and supervise any building alterations required by WFP or other UN agencies

·         Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided;

·         Review supporting documentation, verify claims for action and compliance with administrative rules and regulations and liaise with other offices as appropriate;

·         Make computations, calculations and estimates and prepare various reports including tables, charts, statistics by providing basic analysis as requested;

·         Respond to complex queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;

·         Assist in contract administration of external contractors including auditing invoices against the goods and services provided, processing and monitoring payments;

·         Initiate administrative actions related to procurement information;

·         Make evaluation of local market and update NFI roster on regular basis;

·         Update and track processing of procurement actions;

·         Respond to queries regarding procurement data from staff in the unit and elsewhere in the Programme;

·         Maintain relevant internal databases and files; keep track of contractual agreements;

·         Verify claims for accuracy and compliance with procurement rules and regulations;

·         Draft routine correspondence related to the unit’s work and prepare a variety of material such as correspondence, reports and papers;

·         Make travel arrangements in line with administrative rules and procedures;

·         Process and approve delegated administrative actions in accordance with WFP rules and regulations;

·         Set up, classify and maintain files;

·         Perform other duties as required.

Qualifications & Education requirements:

Education: Secondary school education. University degree in Engineering or related field, and accreditation as “professional” or ‘chartered   Engineer’ status from an internationally recognized professional association is an excellent asset.

                          

Experience: At least five years of progressively responsible work experience, including at least three years in administrative services.  Experience in building management or building construction and previous working experience with the UN or NGO community is an asset.

Technical Skills & Knowledge: Training and/or experience utilizing computers, including word processing, spreadsheet and other standard WFP software packages and systems. Good working knowledge of building technology, in particular electrical distribution, IT networks, plumbing and security systems (CCTV, security alarm and fire safety).Knowledge of public procurement procedures is an advantage. General knowledge of UN system policies, rules, regulations and procedures governing procurement administration is an asset.

Language: Fluency in both oral and written communication in Turkish & English.

We are looking for national candidates for the position.

 Preferably candidates who are residing in location or surrounding areas.

Female candidates are encouraged to apply.

Only short - listed candidates will be contacted.