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Job Title: Administration Officer
Section/Unit: Administration
Grade Level: FT/NOA
No. of Post: 1
Duty Station: El Geneina
Closing Date: 11 Oct 2018


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.

 

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. 

In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their shattered lives. On average, WFP reaches more than 80 million people with food assistance in 75 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to nutritious food and contribute to the lasting solutions, especially in many of the world’s most remote and fragile areas.


Standard Minimum Qualifications:

  • Has gained experience in administration.
  • Has demonstrated a high level of proficiency in WFP administrative operating standards in day to day work.
  • Has provided coaching or training to new staff members within area of expertise.

Organizational Context:

WFP’s greatest strength is its 14,000 dedicated people working tirelessly around the world to reduce hunger, often under difficult conditions where security threats and risks to personal safety are considerable.
The global context in which WFP operates is rapidly changing which means the need for effective people management is becoming more important than ever before.
In this context, WFP launched its People Strategy in November 2014. It articulates key strategic focus to build an engaged workforce, with the right skills, in the right roles enabling WFP to continue fulfilling its humanitarian response role while simultaneously building its capabilities to address the long-term goals of Zero Hunger.
 

Job Purpose:

To support 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):

  1. Evaluate and monitor administrative services and recommend changes in policies, systems and procedures to ensure services aligned with changing business needs and objectives;
  2. Support the development of annual plans and implementation of policies, systems and procedures to support WFP strategic objectives.
  3. Ensure WFP’s administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning; 
  4. Assess expenditure in administration (office premises, assets, travel, etc) for previous years; estimate new requirements and prepare budget plans for designated areas of work; 
  5. Collate data and prepare data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making;
  6. Supervise the administration of common premises to ensure efficiency, cost-effectiveness and timeliness of operations and services; 
  7. Assist in the negotiation of contracts with vendors and service providers to ensure cost-effective services and of quality and timely service; 
  8. Supervise the recording (inventory), disposal and transfer of office assets for office; evaluate, on a regular basis, the inventory status and transactions in the database; report anomalies and discrepancies for timely action; 
  9. Perform other related duties as required including some personnel and financial management functions in small offices.

4Ps CORE ORGANISATIONAL CAPABILITIES

This section is optional to describe additional responsibilities & knowledge required for the specific job.
 

Functional Capabilities:

Purpose

  • Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
  • Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
  •  Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
  •  Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People

  • Look for ways to strengthen people's skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
  •  Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
  •  Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
  •  Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance

  • Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
  •  Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
  •  Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
  •  Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership

  • Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
  •  Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
  •  Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
  •  Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

Other Specific Job Requirements:

Education: University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration.
Language: Fluency (level C) in English & Arabic language.
 

Desired Experiences for entry into the role:
 

Capability Name

Description of the behaviour expected for the proficiency level

Business Support Services & Reporting

Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.

Internal Controls & Risk Management for Administration and Engineering

Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.

Resource Management for Administration and Engineering

Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.

Specialised Knowledge in Administrative Services

Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise.

Customer Focus

Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.


Terms and Conditions:

This vacancy is open to qualified Sudanese Nationals Only.
WFP is the United Nations frontline agency in the fight against global hunger. In the pursuit of WFP’s mission to feed the hungry poor, WFP employees must uphold the highest standards of ethical and professional conduct at all times. WFP has zero tolerance for fraud & corruption, sexual exploitation and discrimination.
 

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.

 




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