Administration Associate/ Assets & Facilities SC6

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Administration Associate/ Assets & Facilities

Service Contract level 6 (One year )

East Jerusalem

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 Bureaux (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief or Administration Officer.

At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided. Job holders are expected to manage resources and coach and coordinate a team of support staff.

JOB PURPOSE

To coordinate and provide high quality, client-focused and value-for-money oriented administration services.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Update the Assets system GEMS in a timely manner to ensure that the database reflects the actual state of the assets (i.e. location, assignee and any other relevant information). Keep the current state of assets up to date in the system after having identified broken and obsolete items available for disposal or repair and ensure that the necessary information is shared with responsible.
2. Responsible for provision of services such as facilities management, travel, protocol and light vehicle 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. Raise the necessary documentation for the assignment of assets to WFP employees, as well as for the transfer of WFP-owned assets to other WFP offices and loan to partners (UN entities, governments, or cooperating partners)
4. Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
5. Plan and implement annual physical count of assets and reconciliation. Keep complete and up-to-date Records of all asset-related transactions (acquisitions, loans, disposals, write-offs and transfers) and make them available to internal and external auditors, as requested; Act as secretary to the PSB in their WFP Offices, in convening meetings and in presenting the relevant documentation.
6. Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.
7. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
8. Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
9. Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of a post-secondary certificate in the related functional area.

Language: Fluency (level C) in both oral and written communication in English and Arabic

Experience: 6 years or relative experience working in Admin.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day to day work.
• Has provided ad-hoc guidance to new staff members.

TERMS AND CONDITIONS

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DEADLINE FOR APPLICATIONS

28 May 2024

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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.