Administration Officer, Fixed Term-NOB, based in Addis Ababa (1)

Admin

Overview

Contribute to effective and efficient administration services.

You have:

• University degree in Business/Public Administration, Engineering, or other relevant fields relating to office management and administration. An advanced university degree in the related field is desirable.
• A Minimum of 5 years of experience in Administration with a focus on protocol, travel, and support services, or related field. Out of which 2 years or more working experience in the UN is desirable.
• Fluency in both oral and written communication in English and Amharic. Knowledge of other local languages is an added advantage.

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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 Officer

TYPE OF CONTRACT: Fixed Term-NOB

UNIT/DIVISION: Admin Unit

DUTY STATION (City, Country): Addis Ababa, Ethiopia

DURATION: one year with a possibility of extension.

REPORTING LINE: Head of Administration or the designate

VA CLOSING DATE: 09 February 2022

ABOUT WFP

Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid and special operations.

WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.

ORGANIZATIONAL CONTEXT

This job is based in Addis Ababa WFP Country Office. Job holders report to the head of Administration or the designate. Job holders operate with a high degree of independence, manage more junior staff to ensure that administrative objectives are achieved in full. They are heavily involved in day–to-day activities and analytical work.

JOB PURPOSE

To contribute to daily planning and delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Contribute to and implement WFP country/regional plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service. 2. Develop annual plans, contribute to longer term strategies and improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes. 3. Carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making. 4. Manage the existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services. 5. Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes. 6. Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities. 7. Guide and supervise more junior staff, acting as a point of referral and supporting them with more complex analysis and queries. 8. Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices. 9. Support the capacity building of WFP staff and partners through the organisation or design of trainings, workshops, daily interaction, etc. for efficient and effective delivery of food assistance to beneficiaries. 10. Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis. 11. Other as required.

STANDARD MINIMUM QUALIFICATIONS

Education: University degree in Business/Public Administration, Engineering, or other relevant fields relating to office management and administration. An advanced university degree in the related field is desirable.

Experience: A Minimum of 5 years of experience in Administration with a focus on protocol, travel, and support services, or related field. Out of which 2 years or more working experience in the UN is desirable.

Language: Fluency in both oral and written communication in English and Amharic. Knowledge of other local languages is an added advantage.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

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• Experience with WFP administrative procedures
• Excellent writing and editing skills in both English and Amharic
• Ability to draft official letters and protocol memoranda
• Has provided direction and instruction to more junior staff members within area of expertise.

OTHER SPECIFIC JOB REQUIREMENTS

• This position will be heading the protocol, travel, and support services team.
• Strong managerial skills are required as well as the ability to communicate clearly and concisely with multiple external and internal stakeholders, organize work tasks and document processes and procedures.
• Demonstrated ability to build relationships with key government officials as well as clients inside and outside the organization.
• The highest standards of integrity, confidentiality, and impartiality are required as well as professionalism in all communication.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
• Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
• Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
• Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People

• Look for ways to strengthen people's skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
• Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
• Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
• Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance

• Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
• Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
• Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
• Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership

• Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
• Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
• Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
• Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

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 for Administration and Engineering Demonstrates in-depth knowledge of internal controls and proper accounting procedures and systems to recommend improvements where necessary to address current weaknesses, mitigate risks to mission-critical WFP operations and maximise client satisfaction. Resource Management for Administration and Engineering Oversees staffing for HQ and Field resources at the programme level, taking resource usage trends and forecasting data into account. Specialised Knowledge in Administrative Services Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards , processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise. Customer Focus Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.

DEADLINE FOR APPLICATIONS

09 February 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.

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Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: wfp.org