Administrative Assistant (Procurement Focal Point)

                                                                 

VACANCY ANNOUNCEMENT NO. VA-052/2012

                _______________________________________________________________________________________

Post Title:             Administrative Assistant (Procurement Focal Point)                              

Post Grade:         SC5

Duty Station:        Hargeisa                                                                                                               

Date of issue:      15.10.2012

Contract type:     Service Contract                                                                                                

Closing date:       28.10.2012

                                                                                               

Organizational background

The World Food Programme Somalia activities include food assistance for relief, emergency school feeding, humanitarian air and logistics services, food coordination and emergency rehabilitation projects.

This position is open to qualified Somali candidates only with good knowledge of the local area.  Female candidates are encouraged to apply.

Major Duties and Responsibilities:

Under the direct supervision of the Administration/Finance Officer and the overall supervision of Head of Area Office, the incumbent will be responsible for the following duties:-

·         Monitor status of contracts with external contractors;

·         Maintain relevant internal databases and files;

·         Act as Area Office (AO) focal person for Cash &Voucher(C&V) supporting documents to ensure timely processes;

·         Coordinate with Country Office (CO)  Procurement Unit on procurement issues and make local purchases;

·         Maintain vendor and Key Performance Indicator Database;

·         Initiate the collection of quotations and evaluate with Local Procurement Committee Members;

·         Distribute tender documents to the WFP roster suppliers and submit to CO;

·         Prepare purchase orders and contracts for review by Head of Area Office;

·         Act as Focal Point for invoice tracking system;

·         Extract, input and review for accuracy data from various sources in the procurement systems;

·         Initiate administrative actions related to Procurement;

·         Prepare periodic statistical tables of Purchase Requisition and Purchase order raised by AO.

·         Initiate  and process Administrative actions;

·         Draft correspondence relating to the area of responsibility;

·         Facilitate preparation of business seminars;

·         Perform any other related duties as required.

Minimal Qualifications:

Education:	Secondary education, preferably supplemented by courses in a field related to WFP Programmatic activities.
Experience:	At least four years of progressively responsible support work experience in general administrative work. At least one year at the G4 level or equivalent.
Language:	Fluency in both oral and written communication in English and Somali.
Knowledge:	Experience utilizing computers, including word processing, spreadsheet or other WFP software packages.

Interested and qualified candidates are requested to submit online applications only according to the following procedures:

·         All applications must include an accurately filled in Personal History Form (P11) available at  the following link http://www.unon.org/docs/P11.doc to be sent by e-mail to HR-SOM@wfp.org

·         Quote the Vacancy Announcement number and job title;

·         Hand delivered applications will no longer be accepted;

·         Applications that do not meet the above requirements will be disregarded;

·         Only shortlisted candidates will be contacted.