To lead the delivery of quality, customer-focused, value for money administrative services that enable staff in
country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.
KEY ACCOUNTABILITIES (not all-inclusive)
The Administration Officer P2 will report to the Country/Deputy Country Director (or designate – often a Senior Finance Officer) and receive technical support and guidance from the subject matter specialists in the Management Services Division. This position requires frequent travel to remote and isolated field locations.
The key duties include:
- Contribute to and implement WFP country/regional plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service.
- Develop annual plans, contribute to longer term strategies and improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes.
- Provide advice on issues that may impact the achievement of outcomes (including issues of sustainability and post project requirements, such as maintenance), taking into account operational realities of the services.
- Carry out data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
- Manage the existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
- Implement and monitor all activities within the relevant support services (e.g. WFP managed facilities and maintenance, assets and disposals, fleet, and travel management, protocol, engineering/construction, and contract management, etc.).
- Collaborate and manage all areas related to corporate Occupational Safety and Staff Wellness and contribute to the provision of recommendations to the management on improvements/changes.
- Oversee and coordinate the preparation and implementation of works related to moving office locations or refurbishments.
- Support a culture of environmental sustainability throughout WFP by role modeling actions and implementing initiatives that drive sustainability in all administrative activities.
- Guide and supervise more junior staff, acting as a point of referral and supporting them with more complex analysis and queries.
- Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices, including participating actively in UN Common Premise initiatives.
- Support the capacity building of WFP staff and partners through the identification of training needs and following up with the delivery of trainings, workshops, supporting on-the-job training opportunities, etc. for efficient and effective delivery of food assistance to beneficiaries.
- Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
- Take responsibility for incorporating gender perspectives in areas of work, to ensure equal participation of women and men.
- Other as required.
STANDARD MINIMUM QUALIFICATIONS REQUIRED
- University degree in Business/Public Administration, Engineering, or other relevant fields related to facilities and office management
- At least 3-years of postgraduate, progressively responsible professional experience in similar administrative functions or related areas.
- International experience or professional experience with an international organization, particularly within a context similar to the environments that WFP operates in.
- Proven success working within teams providing high-quality customer service in complex environments.
- Experience in supervising teams of staff or has provided direction and instruction to more junior staff members within area of expertise.
- Experience in preparation and management of contracts and assets, including familiarity with complex Standard Operating Procedures (SOPs).
- Proficiency in MS Office, as well as proven ability to use and manage integrated business management systems, such as SAP or other similar systems, in order to extract data and contribute to effective, informed decision-making.
- Fluency (level C) in English language
- Intermediate knowledge (level B; written and spoken) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese
- Comprehensive and in-depth understanding of office administration best practices and procedures.
- Well organized and detail oriented.
- Ability to plan and organize work and communicate effectively.
- Ability to handle a large volume of work and to meet strict deadlines.
- Familiarity with UN system policies, rules, regulations, and procedures governing administration is an asset.
TERMS AND CONDITIONS
Selected candidates will be placed in the FIT Pool and may be contacted as the needs arise for fixed-term international positions in any of the countries in which WFP operates, including hardship duty stations. The FIT Pool membership will last 2 years.
Mobility is and continues to be a core contractual requirement in WFP. These positions are rotational which means that the incumbent shall be subject to the regular reassignment process unless the position is reclassified as non-rotational. Professional level positions are rotational on a period of 2 to 4 years, mobility is the essence of WFP.
WFP offers an attractive compensation and benefits package, including basic salary, post adjustment, relocation entitlement, travel and shipment allowances, 30 days’ annual leave, home leave, an education grant for dependent children, pension plan and medical insurance.
Please visit the following websites for detailed information on working with WFP. Click on: “Where we work” and “Our work” to learn more about WFP’s operations.
To find out more about:
- WFPs work, www.wfp.org
- Compensation https://icsc.un.org/secretariat/sad.asp?include=ss
Female applicants and qualified applicants from developing countries are especially encouraged to apply.
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
About the Organization
ABOUT WFP AND THE FIT POOL
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive Basis, and we are committed to promoting diversity and gender balance.
The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. 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. At WFP, we are driven and defined by our mission to fight world hunger, save lives, feed people’s dreams of a brighter future, reduce risk and help enable people, communities and countries meet their own food and nutrition needs. WFP goes anywhere it’s needed and does what it takes to get the job done. You will find our people at the heart of every major humanitarian intervention around the world, providing the essential life-saving foundation required for those furthest behind. Each year, we reach an average of 80 million people with food assistance in around 80 countries. Delivering our mission requires deep respect for personal and cultural differences and close collaboration between every member of our global team. While the 16,000 people working for WFP reflect the rich diversity of the world in which we work, the vital importance of our shared mission underpins a remarkably close community of purpose.
The World Food Programme (WFP) is offering life-changing job opportunities you are unlikely to find in other organizations. Working at WFP will give you the opportunity to work beyond your expectations, to be enriched by truly meaningful work and deepen your professional expertise.
The Future International Talent Pool (FIT Pool) is an entry point for a professional international career with WFP. WFP is looking to build a pool of highly qualified and dynamic talents interested in going to any of our 80 countries in which WFP operates, including hardship duty stations, when the need arises.
A FIT Pool member is placed on the pool for a period up to 2 years during which he/ she is considered with priority each time WFP has a specific need for a Fixed Term International Professional staff member in his/her functional area and level.