Administration Associate - G6, Fixed Term - Nampula

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WFP - World Food Programme

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Application deadline 1 year ago: Thursday 18 Aug 2022 at 00:59 UTC

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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.

WFP does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, offer, training, or any other fees). Offers of WFP employment or job openings with requests for payment of fees are fraudulent. WFP does not concern itself with information on bank accounts. Any requests for such payment or information should be refused and reported to local law enforcement authorities for appropriate action and to WFP for its information.

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 and provide finance, budget, and administration support services involving the recording and interpretation of financial and budgetary information to ensure the efficient functioning of the support services and inform decision-making.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Head of Field Office and technical supervision of Finance & Administration Officer, the incumbent will perform the following duties:

  • 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.
  • Ensure effective and efficient management of WFP Fleet using corporate software (FleetWave), produce statistical reports on monthly/quarterly/annual basis.
  • Support Inventory management of the Programme using corporate software, monitor assets useful lifecycle, arrange repairing and maintenance of office equipment, disposal of items completed their useful lifecycle, ensure timely update of Inventory database in Global Equipment Management System (GEMS);
  • 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.
  • Co-ordinate with other teams in order to ensure that all administrative and financial services are being performed efficiently and in line with the needs of the wider team.
  • Perform tasks on specified areas as per below:

Facilities Management:

  • Manage the Field Office activities in the area of facility management including activities planning, monitoring, quality control.
  • Control and update the Facility Management related Budget of Field Office.
  • Check the provision of a range of services related to facilities management and maintaining information, to contribute to the provision of a safe and comfortable working environment.
  • Administering and oversee external suppliers/service providers for offices cleaning, drinking water supply, stationery suppliers, cleaning products, etc. Including performance assessment and managing of relevant purchase orders.
  • Undertake research and perform basic analyses of data related to facilities management, to contribute to the provision of accurate information and effective management of resources.
  • Filing of Facility Management related documents.
  • Coordinate the activities related to planning, monitoring and processing Facility Management actions related to Procurement, finance, etc, including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate system and any operational issues addressed.

Administration:

  • Check the provision of a range of Admin services, including light vehicle management (transport Coordination and schedules of activities) with the drivers and the use of Humanitarian hub by Field Office staff), protocol related (coordination of reservations, reception of visitors, deliver of various type of correspondence) etc.
  • Identify potential suppliers and follow up with the Vendor registration process to diversify the Vendors database in the province.
  • Management of WFP Assets, including regular reconciliation of assets between the corporate system (GEMS) and Manual tracking sheets prepared locally,
  • Effective management of the fleet: Plan and assign the routes and schedules for Drivers, to support efficient transport-related services for clients; Ensure timely completion of logbooks; Ensure efficient vehicle use and fuel consumption, support accurate accounting and cost. Control vehicles and Motorbikes insurances, inspection and manifest; Ensure that all vehicles and Motorbikes maintenances are done on time and all related information updated in Fleet Management System.

Finance:

  • Act as Petty Cash cashier. Verify receipts submitted and park expenses in the relevant petty cash account. Regularly monitor expenses and take actions to revise the level to meet monthly petty cash expenses. Request replenishment of petty cash account upon the expenditure of 2/3 of the established level.
  • Support Cash Based Transfers operations. Ensure receipt, registration in Voucher Registration log, and safekeeping of value vouchers. Upon programme request based on evidence of valid agreement (Feld Level Agreements) and financial commitments ( Released Purchase Orders), perform accurate and timely registration of value vouchers in voucher registration log and hand-over vouchers to WFP cooperating partners.
  • Receive and verify invoices submitted from service providers, cooperation partners, and suppliers for accuracy and completeness and forward to relevant Finance Assistants in Area/Country Office for processing, follow-up timely execution of payments.
  • Remain on stand-by and follow standard emergency preparedness practices in order to meet immediate emergency requirements for further service on the job and in the field.

STANDARD MINIMUM QUALIFICATIONS

Education: Secondary School, post-Secondary School certificate/degree in Business/Public Administration, or in any related functional area Language: Fluency (level C) in English and Portuguese

Experience: Five (5) years or more of professional experience in the related area.

LEADERSHIP FRAMEWORDK - OUR BEHAVIOUR MATTERS

Leads by Example with Integrity Lives WFP values and shows humanity and integrity by role modelling care for others

Drives Results and Delivers on Commitments Delivers on commitments and adapts readily to change

Fosters Inclusive and Collaborative Teamwork Is inclusive and collaborative, and contributes to a culture of learning and personal growth

Applies Strategic Thinking Demonstrates commitment to gather perspectives, analyze options and risks, and propose new ways of doing things

Builds and Maintains Sustainable Partnerships Builds and nurtures external partnerships & collaborates with partners to deliver common objectives

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.

OTHER SPECIFIC JOB REQUIREMENTS

  • Knowledge and experience in utilizing SAP applications. Ability to extract data and analyze information from SAP;
  • Ability to prioritize and plan routine tasks to meet deadlines, work under pressure and delegate tasks to colleagues in units/offices when required.
  • Knowledge of fundamental principles of public procurement.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • Has experience in fleet, travel, and facilities management.
  • Good coordination and communication skills.

TERMS AND CONDITIONS

This position is only open to Mozambican Nationals

Type of contract: Fixed Term G6

Duration: 12 months with a possibility of renewal

Duty Station: Nampula

DEADLINE FOR APPLICATIONS

17th August 2022

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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.

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