Administration Assistant (UNHAS)-SSA-Islamabad

JOB PURPOSE

To provide administrative support for the smooth management of the UNHAS administration activities with direct reporting line to the CATO or the designate official..

KEY ACCOUNTABILITIES (not all-inclusive)

– Manage support to UNHAS staff and Air Operators for smooth functioning of operation.
– Maintain and arrange transport requirements of UNHAS Staff and Air Operators through close liaison with MTO of CO WFP Pakistan.
– Scrutinise all the invoices of Transport and Guest Houses for correct billing.
– Processing of Airport Entry Permits through Protocol Officer.
– Processing of all visa related issues.
– Look after all attendance and sick leave etc.
– Provide monthly statement of all expenditures incurred on Air Operators.
– Maintain and record all operational expenditures.
– Minor procurements for UNHAS operation/administrative affairs.
– Support UNHAS Afghan Office for any administrative requirement.
– Any other assignment given by CATO or designated official.

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.