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

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WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

JOB DETAILS

Job Title: Administration Assistant Grade: SC-5 Type of contract: Service Contract (SC) Duration: 12 months Duty Station: Manila, Philippines Vacancy Number: 827006 Date of Publication: 10 May 2023 Deadline of Application: 24 May 2023 (11:59 PM)

This vacancy announcement is for Nationals from CO (Philippines).

Terms and Conditions:

WFP offers a competitive benefits package including salary (around Php 43,000++), leave, social security plus a medical insurance (relevant links).

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 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 Administrative 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. Perform other related duties as required.

OTHER POST REQUIREMENTS

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.

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.

Emergency Sites- Coordinate with RMO, Units and relevant external parties the set-up and closure of emergency sites (sub-office or satellite office)

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.

General Administration - Oversee the tracking, monitoring and/or dispatching of Visibility Items, Office Supplies, and Office Hygiene Items (OHI’s).

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate or bachelor’s degree in the related functional area is desirable.

Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

• Knowledge of specialised 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 communication skills in both English and Filipino.

All WFP Employees are expected to demonstrate the competencies and standards of behaviour aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely: • Leading by example with integrity, • Driving results and delivering on commitments, • Fostering inclusive and collaborative teamwork, • Applying strategic thinking, • Building and maintaining sustainable partnerships. ​​​​​

HOW TO APPLY

To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). Only short-listed candidates will be contacted.

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.

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

Request for Disability related Reasonable Accommodations:

It is important to WFP to create an accessible and inclusive workplace for everyone. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and hiring process, please direct your request and inquiries to the Diversity and Inclusion team on: global.inclusion@wfp.org, cc’ing [email protected]. A member of the reasonable accommodation team will contact you to confidentially discuss your needs.

This email is only to be used for any disability related accessibility requirements, and not for sending the application itself. Due to volume of applications, any applications or CVs sent through this email address will not be considered as a formal application and will not receive a reply from WFP.

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.

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WFP is committed to diversity and inclusion within its workforce. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. 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.