Administration Assistant | GS-5 | Manila (For Filipino nationals only)

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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 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.

The World Food Programme’s engagement in the Philippines is constantly evolving. Initially commencing operations in the 1960s, WFP officially re-established its presence in 2006 to support the peace process in Mindanao, to provide life-saving food assistance in emergencies and to develop programmes that seek to improve nutrition and the overall quality of life of vulnerable people.

Since 1 July 2018, WFP has been implementing a five-year Country Strategic Plan (CSP 2018-2023) to support the Government of the Philippines to address food insecurity, reduce malnutrition and build the resilience of vulnerable populations. In its strategic plan, WFP identified four outcomes and five main activities:

• Strategic outcome 1: Crisis-affected people in the Philippines are able to meet their food and nutrition needs during and immediately after an emergency. • Strategic outcome 2: Women, boys and girls in provinces prioritized by the Government have adequate and healthy diets to reduce malnutrition by 2022 in line with government targets. • Strategic outcome 3: Vulnerable communities in Mindanao have improved food security and nutrition by 2022 in line with government targets. • Strategic outcome 4: National and local government agencies have enhanced capabilities to reduce vulnerability to shocks by 2022.

JOB DETAILS

JOB TITLE: ADMINISTRATION ASSISTANT TYPE OF CONTRACT: FIXED-TERM APPOINTMENT JOB GRADE: GS-5 UNIT/ DIVISION: RESOURCE MANAGEMENT UNIT DUTY STATION: MANILA, PHILIPPINES CONTRACT DURATION: ONE YEAR WITH POSSIBILITY OF EXTENSION

ORGANIZATIONAL CONTEXT

The job holder reports to Resource Management Officer or the designate. At this level, the job holder is expected to take responsibility for the completion of a range of business support activities requiring some interpretation of standard guidelines/practices. The job holder is able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues.

KEY ACCOUNTABILITIES (not all-inclusive)

Within the assigned unit and delegated authority, the Administration Assistant will be responsible for the following duties:

1. Check the provision of a range of services, including facilities and light vehicle management, travel, protocol, micro purchases etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
2. Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
3. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
4. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
5. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
7. Performs other responsibilities as required.

OTHER SPECIFIC POST REQUIREMENTS

1. Travel Management and Micro Purchase Orders (MPO) - Assist RMO in the update of the SOP for PHCO Travel and MPO to incorporate updates in the global policies or systems or apply applicable procedures based on the local context.
2. Facilities/Office Premise Management – Assist in the review of premises capacity of the CO to maximize efficiently the CO premises in connection with the New Ways of Working Model. Coordinate renovation requirements with CO Units and relevant external parties.
3. Emergency Sites- Coordinate with RMO, Units and relevant external parties the set-up and closure of emergency sites (sub-office or satellite office)
4. Operations Management Team - Assist the RMO or designated WFP OMT Member or Lead in providing required information and/or action relevant to Business Operations Strategy (BOS), Common Premises (CP) and Local Shared Service Center (LSSC) Initiatives.
5. General Administration - Oversee the tracking, monitoring and/or dispatching of Visibility Items, Office Supplies, and Office Hygiene Items (OHI’s)

STANDARD MINIMUM QUALIFICATIONS

• Education
  • Secondary education with specialized certification in office administration or supplemented by training in general administrative work.
  • Bachelor's degree in Administrative Management, business course or related field is desirable but not required.
• Experience
  • Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
• Knowledge and Skills
  • Knowledge of specialized common business practices and methods, gained through relevant technical training and experience.
  • Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.
  • Ability to carry out basic data analysis and independently rectify problems requiring attention.
  • Ability to monitor and record travel transactions.
  • Good communication skills required to give and receive information and work with a variety of individuals.
  • Ability to maintain confidentiality.
• Language
  • Excellent written and oral communications skills in both English and Filipino

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.

REMUNERATION PACKAGE

• Approximate monthly salary is a minimum of PHP 52,000++ and a maximum is PHP 67,000++
• Medical coverage that can be extended to eligible dependents
• Other allowances and applicable retirement package

DEADLINE FOR APPLICATIONS

The deadline for applications is on 31 August 2022, Wednesday at 11:59 pm (Manila time). Qualified candidates are required to complete an online candidate profile on UN WFP Careers Website (https://www.wfp.org/careers). Only applications received on this website are considered valid and will be processed and only shortlisted candidates will be contacted.

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

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.