Administration Associate (Facilities & Assets) - AlHodeidah

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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

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. Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
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. 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.
4. Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
5. 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.
6. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
7. 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.
8. 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.

OTHER SPECIFIC JOB REQUIREMENTS

1. Ensure proper custody of all WFP assets and compliance with WFP rules and regulations for all acquisitions, donations, transfers, disposals, loss and write-off. Ensure entries made in the Global Equipment Management System (GEMS) are reconciled to give a fair representation of the financial value of assets. Personally, spot check inventory items and verify against the GEMS, recommend to the Local Property Survey Board (LPSB) for disposal and follow up insurance claims for any loss.
2. Evaluate, on a regular basis, the inventory status and transactions in the database, report anomalies and discrepancies for timely action
3. Review on a regular basis, the inventory status and transactions in GEMS; report anomalies and discrepancies for timely action. Conduct assets physical inventory using GEMS mobile and recommend asset disposal through the Local Property Survey Board (LPSB).
4. Contribute to planning, monitoring, and processing administrative actions related to procurement, including contracts with external vendors (LTA & MPO) to ensure all data is accurately and timely recorded, analyzed or processed in WFP corporate systems and any operational issues addressed. Comply with Procurement rules and regulations for cost-efficiency, quality, and timeliness of service provision.

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.

STANDARD MINIMUM QUALIFICATIONS

Education:

Completion of secondary school education. A post-secondary certificate in the related functional area. Bachelor’s degree in Finance is an advantage.

Expiereince:

5 years or more of relevant experience

Language:

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

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
• Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
• Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
• Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

• Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
• Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
• Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
• Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
• Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
• Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
• Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
• Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
• Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience. Internal Controls & Risk Management Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction. 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

• WFP is an equal opportunity employer.
• WFP does not charge a fee at any stage of the recruitment process.
• The applicant should be a Yemeni national or having work/residency permit.
• Only candidates who are short-listed will be contacted.
• Applications must be submitted online with:

1. Use English language only.
2. Indicate all your job TOR.
3. Indicate clear years of experience with each job (month/year)

• WFP FT staff who are still under probation period are not eligible to apply.
• WFP staff on FT contracts must have completed one year in the current position to be eligible to apply for another FT position.
• 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.

**(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 in the duty station.)****

DEADLINE FOR APPLICATIONS

05 December 2021

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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

Qualified 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.