Administration Officer (Light Vehicle Fleet, Asset, NFI Warehouse Management), FT-NOB, Based in AA

Admin

Overview

Support delivery of quality administrative services.

You have:

• University degree in Business Administration/Public Administration, Engineering, or other relevant field relating to Administration.
• A minimum of 3 years of postgraduate professional experience in administration, fleet management, or logistics.
• Fluency in both oral and written communication in English and Amharic.

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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 (Light Vehicle Fleet, Asset, Non-Food Items Warehouse Management)

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: 01 April 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

These jobs are found in WFP Ethiopia Country office, Addis Ababa. Jobholders will report to a more senior Administration Officer or to the Head of Administration. Jobholders are likely to be working under the supervision of a more experienced staff member, receiving guidance and regular feedback on work performed.

JOB PURPOSE

To support the 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 a WFP country plan, including administrative processes, aligned with country and wider WFP strategies and policies to facilitate efficient and effective administration services. 2. Support the development of annual plans and implementation of policies, systems and procedures to support WFP strategic objectives. 3. Collate data and prepare data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making. 4. Support management of existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and assist in identification of 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. 6. Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities. 7. Guide and supervise junior staff, acting as a point of referral and supporting them with analysis and queries. 8. Maintain the partnership with WFP stakeholders, other UN agencies and local government offices. 9. 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. 10. Perform other duties as required.

OTHER SPECIFIC JOB REQUIREMENTS

Under the direct supervision of the Head of Administration, the incumbent will act as a Country Office Light Vehicle Fleet Manage and Asset Management focal point. Light Vehicle Fleet • Oversight the LV fleet operations and making sure the utilization of the LV are within the corporate rules and regulations. Enhance the knowledge on our corporate Fleet Management System (FMS) by providing on the job training to the CO and Field Staff. • Ensure that vehicle repairs and maintenance are performed in accordance to the standards established to achieve maximum reliability with minimum downtime and that quality workshop management is maintained; and, verify accuracy and completeness of all invoices and clear them for further processing and payment; • Ensuring good work practice for the management of POL (Petroleum, Oil, & Lubricants) and check standards are met according to WFP policy. Forecast requisition of vehicle spare parts: Preparation of orders for spare parts/oil filters/ fuel filters and for accident related incidentals, with transport supervisors; • Prepare vehicle fleet performance and operating cost and related periodic reports; Ensure that accurate records are maintained and that reporting and internal systems are functioning with-in WFP standards; Ensures the accurate and timely output for monitoring and evaluation purposes; prepare status reports on the vehicle fleet which are required by senior management, annual reports and any other relevant documentation as required; • Collects and analyzes data for the situation analysis, programme and business planning, management, monitoring, and evaluation purposes. To analyze the light vehicle fleet, including stores, light vehicle spare parts, and mechanical maintenance department and fleet drivers. In relation to this post, he/she report’s the outcome of analysis and proposes corrective actions; • Ensure that all vehicles are the appropriate insurance coverage and initiate and follow up on all claims with the insurance company; • Provide managerial oversight, monitor and ensure that all drivers and mechanics have the necessary training to carry out their duties in a safe and professional manner; provide technical advice and assistance to transport supervisors, and other fleet staff; • Ensures the following under ‘Road and driving safety’ The Under-Secretary-General for Management, pursuant to section 4.2 of Secretary-General’s bulletin ST/SGB/2009/4, and to address the appropriate use and operation of United Nations vehicles in Ethiopia and to ensure road and driving safety, hereby promulgates the following measures aimed at improving awareness of and compliance with requirements and provisions for road and driving safety;

• Undertakes field trips to monitor progress at all sub-offices, as well as conducts periodic performance reviews for to ensure the standardization approach is on target; • Manages the private use of WFP vehicles by international staff & billing to finance; up-date vehicle accident records and review/ analysis fuel consumption • Prepare/update Terms of Reference (TORs) for tendering process and update when required Standard Operational Procedures (SOP’s).

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• NOVACOM Tracking System: Set up vehicle tracking system in all newly leased vehicles in coordination with ICT and Security Units. • Global Vehicle Leasing Programme (GVLP) Process GVLP invoices for leasing vehicles and out forth the orders as required. Review cost minimization for vehicles leasing, Self-Insurance Scheme (SIS) developing case to be presented to reduce cost whether possible.

Asset, Non-Food Items (NFI) Warehouse Management • Oversight the Asset Management Processes making sure the utilization is within corporate rules and regulations. Enhance the knowledge on our corporate GEMS Global Equipment Management System by providing on the job training to the CO and Field Staff;

• Act as a focal for Head Quarters initiatives related to asset management, i.e. the yearly physical inventory, coordination and implementation of asset policy changes;

• Analyze asset data and make data-driven decisions throughout the different phases of the asset lifecycle to improve the management of assets in all offices: o Planning o Acquisition o Receipt and recording o Use, custodianship and repair o Physical Inventory o Disposal • Provide guidance and support to other divisions on procurement of assets; • Plan and coordinate the yearly physical inventory, oversight of the physical count process and reconcile the data after the physical Count; • Plan and coordinate the disposal of the asset in junction with the GAS HQ team and UNHCR • Lead de-centralization of asset management: implement de-centralized framework, proposed revised TOR adjusted to CO needs, train field office focal points, provide 2nd level support; • With the decentralized asset management framework, ensure high quality and consistency of GEMS data for IN/FO and managerial decisions both in country office and headquarters; • Oversight the overall management of the NFI Warehouse to ensure humanitarian relief can be delivered effectively and efficiently by working and engaging with different functions such as Supply Chain, Information Technology and Programme.

STANDARD MINIMUM QUALIFICATIONS

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

Experience: A minimum of 3 and preferably more than 5 years of postgraduate professional experience in a relevant field of work, such as but not limited to, administration, fleet management or logistics. Having UN working experience is desirable.

Knowledge & Skills: • Broad or specialized knowledge of administration best practices, techniques and processes with understanding of the basic theoretical background. • Ability to analyse, interpret financial data, and monitor budgets. Ability to supervise and support more junior and/or less experienced members of the team. • Good communication skills required to give and receive information and work with a variety of individuals. • Negotiation and persuasion skills to deal with suppliers and regulatory agencies. • Ability to build and maintain good working relationships internally and externally. • Knowledge of common business principles and processes, and the ability to quickly assimilate UN/WFP specific systems, policies, rules, regulations and procedures governing administration. • Ability to collect data and conduct basic analysis to identify process improvements. • Technical knowledge of vehicle and fleet management and or/warehouse management systems and procedures.

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 memoranda
• Has provided direction and instruction to more junior staff members within area of expertise.

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

01 April 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