Administration Associate G6- WFP Pacific Multi-Country Office (Suva, Fiji)

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.

TERMS AND CONDITIONS

Job Title: Administration Associate Vacancy Number: 154219 Contract type: Fixed-Term (G6) Duration: 12 months (renewable) Duty Station: Suva, Fiji Unit: Administration

This vacancy announcement is for Nationals from Fiji.

WFP offers competitive benefits package including tax-free salary plus excellent medical insurance and pension scheme.

ABOUT WFP

In 2016, Tropical Cyclone (TC) Winston—the largest cyclone ever to make landfall in the southern hemisphere—hit Fiji, causing an estimated USD 1.4 billion in damages (approximately 31 percent of GDP). In response to TC Winston, the Government of Fiji requested WFP humanitarian assistance, with WFP providing emergency cash-based transfers (CBT) piggybacking on the national social protection scheme. Subsequently opened an office in Suva, Fiji focusing on preparedness in the Pacific. WFP Pacific has led the logistics and emergency telecommunications clusters and co-leads the regional Pacific Food Security Cluster with the Food and Agriculture Organization of the United Nations (FAO) and the Pacific regional Cash Working Group with Oxfam.

KEY ACCOUNTABILITIES (not all-inclusive)

The Administration Associate will work for WFP’s Pacific Multi-Country Office as part of a team and under the supervision of the Finance & Administration Officer. The incumbent is expected to produce organised and accurate work, undertaking specific business support activities as part of the Administration team. Key functions are listed below but is not limited to:

• Verifying 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.
• 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.
• 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 resources at Pacific MCO.
• Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors/suppliers to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
• 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.
• Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
• Monitor Fleet Management System to ensure provision, use, control, insurance, maintenance, safety, and protection of Pacific MCO owned and control vehicles.
• 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.
• Supervise and guide a team of staff, acting as a point of referral for them and support them in carrying out their responsibilities, to ensure individual and team objectives are met in compliance with the relevant regulations, policies and procedures, and performance plans.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate. Bachelor's degree in business administration, public administration or other related fields would be an advantage.

Experience: Six or more years of progressively responsible work experience in Administration, Procurement, Travel and/or other related fields.

Knowledge & Skills:

• Ability to identify data discrepancies and rectify problems requiring attention.
• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Ability to offer guidance or basic on-the-job training to more junior staff.

Desirable:

• Experience in asset and fleet management is desirable.
• A general knowledge of the policies of the United Nations system would be an asset.
• Prior work experience in providing similar support to programmes and projects within the United Nations and/or an International Organization is desirable.
• General knowledge of WFP programs is an advantage.

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

DEADLINE FOR APPLICATIONS

Sunday 19 December 2021 at 18:59 GMT (Monday 20 December 2021 at 04:59 AM Fiji Time)

Only short-listed candidates will be contacted.

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Female applicants and individuals with disabilities are encouraged to apply.

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