Administration Officer P3 -FIT Pool - All Locations

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Worldwide
Apply by 28 June 2018
Mid-level , Field assignment
Posted on 29 May 2018

Job Description

JOB PURPOSE
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 P3 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:

  • Develop and implement WFP regional/country plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration services.
  • 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.
  • Manage and/or carry out complex 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 propose adjustments aiming at efficiency, cost-effectiveness and timeliness of operations and services.
  • Plan, initiate, implement, and monitor all 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 Occupational Safety and Staff Wellness and contribute to the provision of recommendations to the management on improvements/changes.
  • Leads, oversees and coordinates the preparation and implementation of works related to moving office locations or refurbishments.
  • Promote a culture of environmental sustainability throughout WFP by role modeling actions and implementing initiatives that drive sustainability in all administrative activities.
  • Manage and motivate a multicultural and multifunctional team(s), provide coaching, training and guidance as required to ensure appropriate development and enable high performance.
  • Build productive partnerships with WFP stakeholders, other UN agencies and local government offices, including participating actively in UN Common Premise initiatives.
  • Strengthen the capacity 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.
  • Contribute to preparedness actions such as risk analysis, and contingency planning, monitoring the management of risks and reporting on actions taken.
  • Take responsability for incorporating gender perspectives in areas of work, to ensure equal participation of women and men.
  • Other as required.

STANDARD MINIMUM QUALIFICATIONS
Education:

  • University degree in Business/Public Administration, Engineering, or other relevant fields related to facilities and office management

Experience:

  • At least 5-years of postgraduate, progressively responsible relevant professional experience with a preference for focusing on facilities and/or office management in similar administrative functions or related areas.
  • International experience within an international organization, which must include experience in a developing/emerging country context similar to the environments that WFP operates in.
  • Proven experience in providing oversight in an Administration function.
  • Proven success leading teams in providing high-quality customer service in complex environments.
  • Experience managing teams of staff with related areas of expertise, and providing or identifying relevant trainings.
  • Comprehensive and in-depth understanding of office administration best practices and procedures.
  • 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.

Language:

  • Fluency (level C) in English language.
  • Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • Well organized and detail oriented with strong judgement/decision-making skills.
  • Strong communication and negotiation skills.
  • 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 a strong asset.
  • Ability to plan and organize work and communicate effectively.
  • Ability to handle a large volume of work and to meet strict deadlines.

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.

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