Administration Associate - G6, Fixed Term - Pemba, Cabo Delgado - Re-advertisement

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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

The humanitarian situation in Cabo Delgado continues to deteriorate due to consecutive climate shocks, insecurity and violence, leading to significant displacement, increase in protection related issues, disruption of livelihoods and lack of access to basic services. Since October 2017, Cabo Delgado has been experiencing a series of attacks by unidentified Non-State Armed Groups (NSAG) from the region. In March 2020, the attacks escalated significantly and show no signs of abating with thousands of civilians have been killed and approximately 700,000 people have been internally displaced since the outbreak of the violence in 2017. As this conflict and displacement has become protracted, the Government has commenced setting up resettlement sites to cater to the steadily increasing number of IDP who tend to take shelter in the homes of host families. IDPs remain in dire need of humanitarian assistance, placing additional strain on community resources and already chronically poor host families.

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 Finance and Administration Officer of Area Office and overall supervision of the head of Area office, 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. • 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 (GEMS). • Ensure effective and efficient management of the WFP Fleet using a corporate Fleet Management System, produce statistical reports on a monthly/quarterly/annual basis. • 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 services are being performed efficiently and in line with the needs of the wider team.

Facilities Management:

o 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. 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. o 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 and processed in WFP corporate system and any operational issues addressed. o Manage provision of common services for the tenants of UN Common Premises led by WFP, draft common services budgets, earmark and track expenses for common services, prepare expenditure report/s, serve as a primary contact point for queries related to common premises/services.

Administration

o 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 FO staff), protocol related (coordination of reservations, reception of visitors, deliver of various type of correspondence) etc. o Identify potential suppliers and follow up with the Vendor registration process to diversify the Vendors database in the province. o Serve as Micro Purchase Order (MPO) primary focal point for the AO and MPO Local Process Expert and support client units with the micro purchase orders (troubleshooting, training, initial compliance review, etc.)

STANDARD MINIMUM QUALIFICATIONS

Education: Secondary School, post-Secondary School certificate/degree in Business/Public Administration, or in any related functional area Language: Fluency in both oral and written communication in English and Portuguese Languages. Experience: At least 6 years of progressively responsible professional experience in a 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.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has experience in fleet, travel, and facilities management. • Understanding basic principles of small-scale public procurement. • Good coordination and communication skills.

TERMS AND CONDITIONS

Type of Contract: Fixed Term G6

Duration: 12 months with a possibility of renewal

Duty Station: Pemba, Cabo Delgado

APPLICATIONS INSTRUCTIONS AND DEADLINE FOR APPLICATIONS

Please note that this role is open to Mozambican nationals only. Please attach a copy of your national ID or national passport when applying. Interested and qualified female candidates are requested to submit online applications through eRecruitment. Applications that do not meet the above requirements will be disregarded. Only shortlisted candidates will be contacted.

Deadline for Application: 12th April 2023

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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.