Administration Assistant G5 - Mukalla

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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 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change.

Aiming to feed 13 million of the most vulnerable people with food assistance, WFP’s emergency response in Yemen is the agency’s largest anywhere in the world. WFP also provides nutrition support to 1.7 million children and mothers, and delivers school meals to 850,000 children each day.

ORGANIZATIONAL CONTEXT

This job is found in WFP Yemen Country Office, Aden and the incumbent will be reporting to the designated supervisor or office in charge (OIC). & refer to other details from Generic or specific TOR.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

WFP Field Office in Mukalla covers operations in the four governorates in the eastern part of Yemen namely Al Maharah, Socotra, Hadhramaut, and Shabwah. Mukalla FO currently implements a wide range of Life saving and life changing activities such as GFD, CBT, School Feeding, FFA, nutrition, with a strong focus on food assistance to the IDPs.

As the complexity of the programme increases in Yemen, and as the Mukalla FO plans to implement its Integrated Food Security, Livelihood, and Resilience Strategy with a strong focus on the sustainable livelihoods and resilience component, its staffing will increase and with it missions and events such as workshops.

The Admin Assistant will work under the direct supervision of the Head of Field Office. He/she will mainly be responsible to Admin, Finance and HR matters and will serve as staff assistant as requested.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Support in organizing-events such as workshops and meetings, logistics and budgets, petty cash and operational advances.
2. Ensure that all expenditure is properly approved and supported by original invoices and receipts.
3. Safe custody of cash and ensure that replenishment requests are submitted on time
4. Keep track of the budget expenditures for the FO and settle with AO admin/finance.
5. Support on HR matters such as guiding staff and ensuring Mukalla’s compliance in regular submissions of HR related documents
6. Oversee staff leaves, R&R, and UNHAS flights booking.
7. Maintain a file of relevant (non-sensitive) information of staff.
8. In close coordination with security, manage the drivers and car fleet.
9. Check the vehicles logbooks on daily basis and ensure fleet is roadworthy in all situations.
10. Make sure the fuel supply for rental and WFP vehicles in Mukalla.
11. Coordinate with hotel for incoming missions (to check the room availability & room booking etc).
12. Focal point to secure office needs in coordination with WFP Aden and UNDP Mukalla.
13. Ensure compliance of new staff in mandatory terms supported by HoFO.
14. Participate in the Aden Senior Staff Meeting and any other relevant Aden or CO fora.
15. Any other tasks as needed.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area.

Experience: Minimum 4 years of relevant experience.

Language: Fluency in both oral and written communication in English and Arabic.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
• Has supported in providing ad-hoc guidance to new staff members
• Organisational skills

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.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level 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.

OTHER SPECIFIC JOB REQUIREMENTS

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

TERMS AND CONDITIONS

1. The applicant should be a Yemeni national or having work/residency permit.
2. WFP staff who are still under probation period are not eligible to apply for another FT position.
3. WFP staff on FT contracts must have completed one year in the current position to be eligible to apply for another FT position.
4. WFP is an equal opportunity employer.
5. WFP does not charge a fee at any stage of the recruitment process.

6. By submitting your application, you have read the Terms of Reference for this position and agree that any false, wrong or incomplete information might lead to your disqualification in this recruitment process

7. Applications must be submitted online:

• Using English language only.
• Indicating all your job TOR.
• Indicating clear years of experience with each job (month/year)

(NB: Successful candidates vetted as viable candidates through the application process will be retained on internal roster for a two-year period and may be given further consideration for future similar specific position advertised)

DEADLINE FOR APPLICATIONS

21 February 2022

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WFP never uses external recruitment agencies and recruitment is always is free of charge. WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. The selection of staff are made on a competitive basis and we are committed to promoting diversity and gender balance. Only applicants whose profiles meet the advertised job requirements will be considered and only within the announced deadline.

لا يقوم برنامج الأغذية العالمي بالاستعانة ابداً بأشخاص او بوكالات خارجية في التوظيف، علماً بان عملية التوظيف دائماً مجانية. يبحث برنامج الأغذية العالمي عن مرشحين من أعلى درجات النزاهة والكفاءة المهنية والذين يتقاسمون مبادئنا الإنسانية

يتم اختيار الموظفين على أساس تنافسي ونحن ملتزمون بتعزيز التنوع والتوازن بين الجنسين. سيتم النظر فقط للمتقدمين الذين تفي ملفاتهم الشخصية بمتطلبات الوظيفة المعلن عنها، وفقط خلال الموعد النهائي المعلن

Female applicants 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.