Administration Associate, SC6

Admin

TERMS OF REFERENCE

Title of Post: Administration Associate

Type of Contract: Service Contract

Level: Level 6

Unit/ Division: Administration

Duty Station Banjul, The Gambia

Duration: One year

THIS POSITION IS OPEN TO UN STAFF ONLY

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Why work at WFP?

SAVING & CHANGING LIVES ❤

Make a difference, the world will notice.

We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future!

GLOBAL COMMUNITY 🌍

Build bridges that unite people across the world. Being part of a global, diverse and

multicultural community like WFP, will continuously expose you to new ideas and

perspectives.

UNLIMITED POSSIBILITIES 💡

Unlock possibilities you never thought you'd find.

WFP goes anywhere it is needed and does whatever it takes to get the job done.

Join us to make a difference!

For more details about WFP contractual modality and salary, please follow this link: https://icsc.un.org/

A. BACKGROUND AND PURPOSE

The World Food Programme (WFP) is the world's largest humanitarian agency, fighting hunger worldwide. In The Gambia, WFP has been supporting the government in schools feeding since 1970. In 2012, WFP in collaboration with the government embarked on a three-year food security project called Improving Food Security through Crop Production Intensification and School Feeding Programme was launched with EU support. The main aim of the project was to increase household food security and income of participating farmers and enhance nutritional status of targeted school children. School Feeding is the largest social safety-net in The Gambia.

Continuation on building on WFP’s experience of more than 40 years in the Gambia, school feeding provides support for the establishment of a sustainable, nationally owned home-grown school feeding (HGSF) programme, where food supplied to the schools would be sourced from local smallholder farmers.

This was done by reinforcing capacities at the central, regional and community levels for home grown school feeding implementation and management. It was jointly implemented with The Government building capacity for school feeding in the targeted regions, to improve enrolment and retention in early childhood development centers and the basic education cycle.

The current programme structured as the Country Strategic Plan (CSP), was developed in consultation with all major stakeholders, and started in January 2019 through to 2021, provides the following strategic shifts; (i) alignment of country portfolio to the National Social Protection Policy; (ii) increased focus on capacity strengthening and national ownership of the SMP, assisting the government to improve modalities and absorb part of the caseload, while providing management and monitoring support; (iii) an integrated resilience intervention, converging nutrition, support to smallholder farmers and resilience building activities to enhance community assets, while providing conditional transfers to those at risk during the lean season; and (iv) field-level implementation to technical capacity support to national government in early warning systems and preparedness.

WFP is currently seeking a qualified candidate to take up functions of the Administration Associate position. Under the direct supervision of the Finance Officer, the incumbent will be responsible for the following;

B. KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

• 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.

• 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 WFP resources.

• 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.

• 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.

• 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.

• 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.

  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.

4Ps CORE ORGANISATIONAL CAPABILITIES:

4P

Theme

Capability Name

Description of the behaviour expected for the proficiency level

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.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Have a minimum of 5-6 years work experience
• Has demonstrated a sound understanding of administrative operating standards and awareness of international humanitarian development issues through day to day work.
• Has previous knowledge of working experience in Administration.
• Ability to anticipate office requirements and engage in advance planning.
• Has excellent interpersonal skills.
• Having special training in bookkeeping, word processing, document management, business administration, and data entry is desirable.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

• Education:

Completion of secondary school education. A post-secondary certificate in the related functional area is desirable, while a university degree will be an added advantage.

• Language:

Fluency (level C) in English language: Fluency in both oral and written communication.

QUALIFIED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.

• Only Gambian nationals or holders of valid residence and work permits are eligible to apply for this position.
• Applications are to be submitted and received online and in English language only.

• WFP will apply a rigorous and transparent selection process including thorough assessment of technical skills to ensure the best candidates are selected for the job. Please ensure that your application contains accurate and complete information on academic qualifications, employment record and language skills.

  Deadline for submission is 2nd June 2021

Only shortlisted candidates will be contacted.

-------- WFP has zero tolerance for any form of discrimination ……

Apply now

Added 2 years ago - Updated 2 years ago - Source: wfp.org