Administration Assistant G5, Erbil, Iraq

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The United Nations World Food Programme (WFP) is the world’s largest humanitarian organization, saving lives in emergencies, building prosperity, and supporting a sustainable future for people recovering from conflict, disasters, and the impact of climate change. In 2022 WFP supported 711,635 people in Iraq. Through providing food for vulnerable people, skills to build futures, and enhanced social protection, WFP is helping the Government of Iraq build people’s food security and resilience. For more information, see wfp.org/countries/iraq and ar.wfp.org/countries/iraq.

ORGANIZATIONAL CONTEXT

This position is part of the Admin Unit of the Iraq CO and based in Erbil. It reports to the National Admin Officer, has subordinate and manages the day-to-day administration activities in Erbil.

JOB PURPOSE

Coordinate management of WFP official premises to ensure a Healthy and Safe working environment for WFP staff.

To support effective delivery and maintenance of client-focused, value-for- money oriented quality administrative practices. Adhere to WFP facility standards, terms, and conditions.

KEY ACCOUNTABILITIES (not all-inclusive)

1-Check the provision of a range of services, including facilities and asset management, travel, event management, protocol related, etc., and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.

2-Responsible for provision of services such as facilities management, travel, protocol and event management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.

3-Adapt and update administrative processes, supporting the implementation of operating procedures, to contribute to the continuous improvement of administration services and the effective management of resources within the area of responsibility.

4-Assist with the vendor registration and generate processing Purchase requisitions in WINGS; prepare WINGS related GRNs; ensure invoices are recorded as received (ITS) and routed accordingly for invoice match and payment request.

5-Perform administrative duties related to the receipt, monitoring, and recording of fixed assets, office supplies, to ensure that the databases are accurately updated.

6-Act as focal person for Green House Gas Emissions for Erbil Office by compiling data on carbon footprint and send it to CO Administration for consolidation into the overall WFP Iraq GHG emissions report.

KEY ACCOUNTABILITIES (not all-inclusive)

7-Manage and maintain control of the WFP Erbil Office Archives and electronic filing system, including the distribution of documents / official mail.

8-Maintain adequate stock of stationery, stored in secure locations

9-Assist in the identification of potential vendors for micro purchases requirements and ensure procurement of most technically suitable and least costly option in liaison with Procurement focal point in Administration.

10-Provide administrative support at meetings, workshops and conferences

11-Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.

12-Perform other duties as and when required.

STANDARD MINIMUM QUALIFICATIONS

Education: Desirable, Bachelor’s degree in IT, Business Administration, Accounting, or another related field. Minimum, completion of secondary school education with specialised training or relevant post-secondary certificate in the related functional area.

Language: Proficiency in English and Kurdish, proficiency in Arabic is an advantage

Experience: At least 5 years of experience in administration or related areas.

OTHER SPECIFIC JOB REQUIREMENTS

Demonstrated experience in active labour market policies and programmes

Senior level experience of liaising with different line ministries at national and decentralized levels; and donors.

Experience in the establishment of partnerships with public and private sector actors.

Experience of managing large multi-agency programmes

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day-to-day work.
• Has experience collecting and monitoring financial data on projects and programmes, assessing financial health and status, and reporting findings to senior leaders.
• Provided ad-hoc guidance to new staff members.

FUNCTIONAL CAPABILITIES

Business Support Services & Reporting: Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights.

Internal Controls & Risk Management: Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.

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

Specialised Knowledge in Administrative Services: Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.

Customer Focus: Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved

TERMS AND CONDITIONS

Position Title: Administration Assistant

Contract Type: Fixed Term

Grade: G5

Duty Station: Erbil, Iraq

Salary: Starting at USD 2,151.25 per month.

Medical Plan: Valid medical plan for the staff member, spouse, and dependent children under 18 years

Annual Leave: 30 working days (paid) per year

DEADLINE FOR APPLICATIONS

Applications close on 11th May 2023

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Qualified women and people with physical impairments are strongly encouraged to apply.

WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.