Under the direct supervision of Finance and Administrative Assistant and overall supervision by the Head of the Field Office the incumbent will be responsible for the following:
KEY ACCOUNTABILITIES (not all-inclusive)
Manage inventory for the Kakuma office, which include monthly physical count, daily update on movement of items, identification of items for disposal, request for inventory stickers for items purchased locally.
Issue waybills and exit passes for items leaving the office.
Create travel documents using WFP systems and make travel arrangements in line with Administrative Rules and Procedures.
Create Purchase Requisitions, Service Entry Sheets and Goods Received Notes;
Follow up on the maintenance of office equipment for example air conditioners, fire extinguishers, photocopiers e.t.c.
Follow up on repairs of equipment, furniture and premises as necessary
Initiate and process administrative actions such as those found in Human Resources, travel, procurement and disbursements.
Verify claims and review supporting documentation for action and conformance with administrative rules and regulations and liaise with other offices as appropriate
Manage entire Kakuma office achieves. Carry out the proper maintenance, achieving and disposal of all records as outlined in the WFP Manual and Directive on Record Retention Policy
Manage and account for the entire WFP Kakuma office stationery ensuring timely requisitions and replenishments.
Respond to queries from a variety of sources by providing available information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate person; draft correspondences relating to the area of responsibility
Prepare manifest and pouch documents on daily basis and maintain a dispatch register.
Perform any other duties as required.
STANDARD MINIMUM QUALIFICATIONS
Successful completion of secondary school education. Additional courses in Business Administration, Inventory/Asset management or Travel will be an added advantage. Holder of a Degree in Business Administration or relevant field from a recognized University will have an added advantage.
At least four years’ experience in general administrative functions and knowledge of simple record-keeping procedures.
Ability to maintain accurate and precise records and stocks; Ability to recognise data discrepancies and bring these to the attention of supervisor and/or officer.
Ability to draft routine correspondence and extract and prepare basic reports.
Ability to contribute to preparation/compilation of documentation by providing support in producing basic charts and tables.
Excellent interpersonal skills, courtesy and tact and be able to work patiently and effectively with people from diverse backgrounds.
Training and experience utilising computers including Microsoft Word, Microsoft Excel.
Fluency in written and spoken English and Kiswahili
DEADLINE FOR APPLICATIONS Deadline of application: 06 April 2017
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