Administration Officer - NOB - Fixed-Term - Antananarivo

Admin

Position open only to staff of the

United Nations in Madagascar

Position Title

Administration Officer

Grade

NOB

Contract Type

Fixed-Term

Duration

One year (renewable)

Unit

Administration

Duty Station

Antananarivo

Opening date

Le 04 juin 2024

Closing date

Le 17 juin 2024

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 without regard to race, color, national origin, ethnic or social origin, genetic information, sex, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

The United Nations World Food Programme is the world's largest humanitarian agency fighting global hunger. WFP's mission is to help the world achieve Zero Hunger in our lifetime. Every day, WFP works around the world to ensure that no child goes to bed hungry and that the poorest and most vulnerable, especially women and children, can access the nutritious food they need.

WFP'S MANDATE AND INTERVENTIONS IN MADAGASCAR

In Madagascar, WFP is supporting the government's efforts through an assistance strategy to respond to the humanitarian emergency, strengthen community resilience and support sustainable development efforts. In collaboration with government agencies, non-governmental organizations (NGOs) and UN system partners, WFP, organizes cash or in-kind transfers to meet the food needs of families affected by climatic hazards, provides school meals that promote access to education for girls and boys, supports the prevention and treatment of malnutrition, and provides technical and financial support to groups of small agricultural producers to improve their production and access to the market.

WFP also provides the air transport service, ensuring safe, reliable and cost-effective transport for humanitarian and development actors to other parts of Madagascar.

ORGANISATIONAL CONTEXT:

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders in the field typically report to the Country/Deputy Director or the designate. Job holders in RBs or HQ typically report to the Deputy Regional/Division Director 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, within delegated authority):

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.

OTHER SPECIFIC JOB REQUIREMENTS (details to be determined by Post Managers):

This section is optional to describe other duties, skills & knowledge required for the specific job.

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR

Leads by Example with Integrity

Upholds WFP values, principles, and standards

Demonstrates and encourages others to uphold the WFP values, principles and standards

Respects others and values diversity

Values diversity using respectful and inclusive language, and encourages others to do the same

Stays focused and calm under pressure

Stays focused and calm when under pressure, encourages others to do the same, and offers guidance and support to manage

difficult situations

Demonstrates humility and a willingness to learn

Demonstrates humility and a willingness to learn and share knowledge, frequently seeking and acting on feedback, and pursuing opportunities to develop

Drives Results and Delivers on

Commitments

Delivers results for maximum impact

Identifies and aligns objectives to the required outcomes, holding self and/or others accountable for the delivery of results for maximum impact

Delegates appropriately

Delegates responsibly and provides appropriate support empowering others to deliver results

Adapts readily to change

Responds readily to change in different contexts and adapts accordingly

Fosters Inclusive and Collaborative

Is inclusive and collaborative

Promotes inclusive teamwork and psychological safety by encouraging colleagues to collaborate by sharing ideas and openly raising issues

Gives timely and constructive feedback

Supports development for others by giving timely and constructive feedback

Builds and shares new perspectives

Seeks out, trusts and listens attentively to diverse views to capture, learn, build and share new perspectives

Applies Strategic

Thinking

Communicates and

fulfils WFP’s vision

Communicates and

fulfils WFP’s vision and operational outcomes to deliver meaningful solutions

Embraces curiosity and new ways of doing things

Demonstrates

curiosity, designs and implements new ways of doing things when relevant

Analyses and evaluates data

Gathers data and

different perspectives, shares knowledge and uses evidence to inform decision making

Considers the impact of decisions

Implements decisions, considering the risks and implications of actions for teams, projects and other

initiatives

Builds and

Maintains

Sustainable

Partnerships

Builds partnerships

Initiates and builds partnerships by identifying and promoting opportunities for mutual areas of

interest and benefit

Collaborates to

deliver common objectives

Collaborates with partners to deliver common objectives by sharing information and cocreating innovative solutions with beneficiaries when appropriate

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.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Has gained experience in administration.
• Has provided direction and instruction to more junior staff members within area of expertise.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Education: Advance University degree in Business/Public Administration, Engineering, or other relevant fields relating to office management and administration. or First University degree with 5 years of related work experience and/or training/courses?

Experience: At least 3 years of working experience in the related field

Language: Fluency (level C) in English language and the duty station’s language, if different.

DEADLINE FOR SUBMISSION OF APPLICATIONS: JUNE 17, 2024

QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

WFP has a zero-tolerance approach to behaviors such as fraud, sexual exploitation and abuse, sexual harassment, abuse of power and discrimination. All selected candidates will be required to adhere to WFP's standards of conduct and will therefore be subject to rigorous background checks either internally or by the intermediary of third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may result in disqualification or dismissal.

WFP will not seek payment at any stage of the recruitment process, including at the offer stage.

Apply now

Added 23 days ago - Updated 10 days ago - Source: wfp.org