Administration Assistant - SC5 - Pemba, Cabo Delgado

Admin

Overview

Support effective delivery of client-focused administrative practices.

You have:

• Completion of secondary school education.
• A post-secondary certificate in the related functional area.
• University Degree in a related field is desired.
• At least 4 years of experience in the related field.
• Fluency in both oral and written communication in English and Portuguese.

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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.

Female qualified applicants are especially encouraged to apply

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.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.

At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE

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

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area. University Degree in a related field is desired.

Experience: At least (4) years of experience in the related field

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

KEY ACCOUNTABILITIES (not all-inclusive)

• Check the provision of a range of services, including facilities and light vehicle management, inventory, maintaining information, to contribute to the provision of a safe and comfortable working environment.
• 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.
• Contribute to the improvement of business procedures and processes.
• 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.
• Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
• Be the first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
• Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate.
• Make computations, calculations, and estimates and prepare basic reports or assist in the preparation of periodic reports including forms, tables, charts, and others.
• Respond to queries from a variety of sources by providing available information and provide advice and guidance on rules and regulations related to the area of work or direct to the most appropriate source.
• Draft correspondence relating to the area of responsibility.
• Arrange meetings such as workshops and seminars.
• Make travel arrangements in line with administrative rules and procedures.
• Set up, classify, and maintain files.
• Initiate and modify automated transactions.
• Perform other related duties, as required.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Two years of progressively responsible support work experience in general administrative work, including experience in the field of accounting, office management, administrative services, or another related field.
• Formal training in administration. Knowledge of WFP administrative manuals in the area of finance, budget, transport, procurement, or travel; General knowledge of UN system administrative policies, rules, regulations, and procedures in the area of administration.
• Good interpersonal skills, sound judgment, ability to extract, interpret, analyze and resolve operational problems.
• Good knowledge and experience in utilizing computers, including word processing, spreadsheet, and other WFP standard software packages and systems.
• Ability to work with minimum supervision, strong troubleshooting, and communication skills.
• Ability to work hard and effectively in emergencies and under the pressure; strong organizational skills to keep and implement several tasks as per identified priorities.

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.

TERMS AND CONDITIONS

This position is open to Mozambican Nationals only

Type of contract: Service Contract Level 5

Duty Station: Pemba, Cabo Delgado

Duration: 12 Months Renewable

DEADLINE FOR APPLICATIONS

Application Deadline: 17th April 2022

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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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Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: wfp.org