Administration Officer (Protocol) SC9

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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 or disability.

ABOUT WFP

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

STANDARD MINIMUM QUALIFICATIONS

Education: University degree in Business/Public Administration, Engineering, or other relevant fields relating to office management and administration. Language: International Professional: Fluency (level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese. National Professional: Fluency (level C) in English language and the duty station’s language, if different.

ORGANIZATIONAL 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)

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.

Additional Responsibilities

• Receive, accompany and see off official delegations and government guests.
• Assist in organizing hospitality and other logistic arrangements for visiting delegations and government guests
• Liaise with the Regional Bureau or Head Quarters regarding international visitors.
• Prepare meetings with local officials in coordination with Ministry of Foreign Affairs, other UN agencies or other individuals.
• Coordinate with security and transport units for the arrangements of road missions and airport transfers for visitors.
• Coordinate with Ministry of Foreign Affairs to obtain visas for guests and prepare necessary documents.
• Coordinate with Ministry of Foreign Affairs for protocol arrangements.
• Arrange and coordinate all meetings between the Mission officials and local authorities.

ADDITIONAL RESPONSIBILITIES & OTHER SPECIFIC JOB REQUIREMENTS

• Coordinate logistical requirements to the ceremonies and protocol tasks as may be required.
• Provide protocol assistance for activities of the Head of the Office and other senior representatives of the Office as required, in line with their day-to-day programs.
• Organize mission’s external trips as regards to appointment, accommodation, immigration formalities and visa;
• Facilitate liaison between the Office and the Host Government counterparts as well as the diplomatic community.
• Maintain communication with state protocol.
• Act as a mission focal point for all communications and coordination with the Coordination office of the Host Government.
• Assists and advises the Military Personnel, UNPOL, UNVs, and International Contractors in providing entry and extension of visas and assists international staff’s eligible family members to obtain entry and extension visas.
• Familiarizes staff members with local laws when interacting with local authorities.
• Help in obtaining flight clearance through diplomatic mission or ministries.
• Perform other duties, as assigned.

Minimum 1 year of progressively responsible professional post graduate experience in office management and protocol. Experience in planning and organizing activities in an international setting, protocol services and working with the government or international personnel are required.

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.

TERMS AND CONDITIONS

• Only Ukrainians nationals are eligible to apply for this position.
• Applications are to be submitted and received online and in English language only.
• Only shortlisted candidates will be contacted. Canvassing is strictly prohibited. Canvassing of any sort will lead to automatic disqualification of the concerned applicant.

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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.

DEADLINE FOR APPLICATIONS

The deadline for the submission of applications is 10 August 2022