ABOUT WFP

The United Nations World Food Programme 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.

WFP Kibondo is one of the sub offices in Tanzania, handling two refugee camps, Nduta and Mtendeli with about 90,000 refugees. It also supports Small holder farmers under Kigoma Joint Programme.
STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate or above in public administration, business administration, public relations and related function area is a plus.
Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.
Language: Fluency in English and Swahili languages.

ORGANIZATIONAL CONTEXT

Under the direct supervision of the Head of Sub Office Kibondo, the incumbent is expected to produce organised and accurate work, undertaking specific business support activities. The incumbent should also be able to offer guidance on standard practices to more junior staff in their area of work.
JOB PURPOSE

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.
KEY ACCOUNTABILITIES (not all-inclusive)

Identify and prepare purchase requests (PR’s) and Micro Purchase Order (MPO’s), receive goods and services and ensure that they match what was requested and prepare Good Receivable Notes (GRN) and Service Entry Sheets (SES) within the appropriate timeline.
Maintain sufficient stock of office supplies and spare parts and keep proper records of all incoming and outgoing inventory.
Receive and forward to the proper receiver all incoming mail, pouch, telephone, and email communications; acknowledge receipt in a timely and efficient manner and if needed draft responses to these communications.
Arrange official transportation for all office staff and incoming missions including road travel and flights and ensure that all travels are within WFP guidelines.
Prepare Trip Documents and ensure that they are approved before staff member travel and ensure that Security Clearances, Travel Authorisations and Travel Expense Claims are properly filled and attached in Trip Documents.
Supervise administrative staff i.e. cleaners, gardeners, driver and security staff and ensure that they perform their duties efficiently and in a timely manner.
Administrative support to other UN agencies sharing office space with WFP on Transport, follow up of payment and Memorandum of Understanding initiation.
Prepare and submit timely monthly financial report with all supporting documents.
Manage Sub office petty cash accounts by ensuring that Sub Office bills are paid on time and that the office always has sufficient amounts of petty cash.
Receive all incoming invoices and ensure that vendors are paid on time.
Prepare monthly attendance reports, manage all leave matters, and maintain accurate up to date records of all National staff in collaboration with HR.

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.

TERMS AND CONDITIONS

The applicant should be a Tanzanian national
Only candidates who are short-listed will be contacted
Applications must be submitted online.
Use English language only
Indicate clear years of experience with each job (Month/Year)
Attach copies of your qualification
By submitting your application, you have read the Terms of Reference for this position and agree that any false, wrong or incomplete information might lead to your disqualification in this recruitment process