Administration Officer (UN Reforms) NOA

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SAVING LIVES. CHANGING LIVES.

WHAT IMPACT WILL YOU HAVE WORKING WITH US?

**My WFP Story****"

"I was drawn to WFP's mandate to alleviate human suffering in this area of food access and food security. I also wanted to be part of an organization that is transforming lives and making a difference" - Business Support Assistant

The United Nations World Food Programme (WFP) seeks individuals of the highest integrity and professionalism who share our humanitarian principles

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, color, 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.

ABOUT WFP

WFP works to save lives and change lives through the provision of food assistance and resilience-building programs. In line with SDGs 2 & 17, WFP operations have ventured into different modalities of food transfer and capacity-strengthening to end hunger by 2030 and to revitalize global partnerships for sustainable development.

The WFP Regional Bureau for Eastern Africa (RBN) is based in Nairobi and provides strategic direction, technical guidance, resource mobilization, and management support to WFP operations and activities in ten countries: Burundi, Djibouti, Eritrea, Ethiopia, Kenya, Rwanda, Somalia, Sudan, South Sudan, and Uganda.

ORGANIZATIONAL CONTEXT

The WFP Management Services Division (MSD) has set several ambitious targets to honour its commitment for smooth and cost-efficient operations so that the focus can remain on WFP's core mandate of serving our beneficiaries.

The MSD service portfolio for WFP operations includes travel services for employees, delivering and maintaining the most fit-for-purpose facilities, managing our pool of assets and providing infrastructure and emergency response capacity through sophisticated engineering services, light fleet management and humanitarian accommodation - with admin field support available in all these areas, over and above protocol and privileges liaison services related to staff employment and official travel. All this is delivered in line with WFP's corporate commitment to Cost Excellence and sustainability, measuring and reducing our environmental impact in all that we do.

Effective support of our country offices relies on the effective running of the Regional Office. Our service portfolio for RBN operations includes the management of RB services and helpdesk support to assist both the Country Offices and staff with their day-to-day work and life at the RB.

The RB MSD portfolio is therefore tasked to deliver and build on the proposals envisioned to maximize programmatic gains through efficient and high-quality back-office operations. This role is therefore meant to bolster business continuity, facilitate cross-functional engagement and provide support in the implementation of a coordinated, efficient, and effective Regional Service Desk.

JOB PURPOSE

To contribute to daily planning and delivery of quality, customer-focused, value for money administrative services that enhance efficient and effective operations for both RBN and respective Country Offices. To provide support in enforcement and implementation of management decisions, budgetary monitoring and reporting on BIG activities/initiatives within the RB, HQ and Country Offices.

STANDARD MINIMUM QUALIFICATIONS

Education:

• Advanced university degree (Master’s degree or equivalent) in business or public administration, Governance or related area is required. A first-level university degree in combination with five (5) years of qualifying work experience may be accepted in lieu of the advanced university degree.

Experience:

• Work experience in managing administrative functions or related workstream, and UN Reform BIG Targets implementation. Work experience in the United Nations system or other comparable international organizations is desirable.

Languages:

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has gained experience in administration.
• Has demonstrated a high level of proficiency in WFP administrative operating standards in day to day work.
• Has provided coaching or training to new staff members within area of expertise.
• Knowledge of the UN BIG targets and prior training on UN Reform practitioner coursework and or related skills will be an added advantage.

KEY ACCOUNTABILITIES (not all-inclusive)

• Provide operational and technical liaison on UN Reforms between Country Offices (COs), Regional Bureau (RB), and HQ subject matter experts (SMEs) for clarification, support, and guidance.
• Coordinate RB/HQ efforts to jointly guide and support country offices on the rollout of the BIG targets and enablers.
• Lead cross-functional collaboration efforts and communication between the RB, COs, and other HQ divisions to align on objectives, activities, timelines, and outputs for the Business Innovation agenda as applicable.
• Coordinate delivery of updates and status reporting on progress, achievements, challenges, and lessons learned on implementing BIG targets in the region for presentation at the CMST and RB management meetings.
• Discuss, support, and create opportunities for addressing UN Reform implementation challenges for COs through information sharing and linkages with relevant technical leads from HQ and other UN Agencies.
• Participate in benchmarking exercises, and cost-benefit analysis, as well as reporting on efficiencies and opportunities generated in operational areas in collaboration with HQ functional leads.

• Provide liaison between CO focal points and the Development Coordination Office (DCO) on common platform issues and queries.

• Support an integrated change management process, lead change management efforts, including communications and advocacy at all levels.

• Support capacity strengthening and advocacy efforts with HQ/RB reform teams to aid in building capacities that will form the basis for WFPs positioning as hosting entity.
• Convene meetings with different stakeholders within the RB, perform stock take of capacity and/or needs in support of Corporate/RB initiatives to advance the implementation of workstreams related to the Secretary General (SG) target areas and workstreams.
• Support in development of clear guidance and reporting modalities for COs.
• Provide field support to COs through onsite and remote engagements in review and assessment of admin activities (e.g. fleet, travel, facilities, assets, protocol, accommodation management, etc.), identifying best practices, the gaps and planning corrective actions.
• Participate in the review, assessment, and provision of recommendations to COs Administration activities during Support and Oversight Missions to the COs.
• Follow up and update on the status of pending Audit and Oversight Mission recommendations for COs.
• Liaise and follow up with COs on HQ driven system implementation initiatives and policy directives for compliance.
• Participate in review and update of administrative processes and procedures in COs to align with WFP global strategic objectives.
• Analyze and prepare COs monthly management reports for efficient planning and decision-making.

DELIVERABLES AT THE END OF THE CONTRACT

• Proactive Regional Service Desk for enhanced collaboration, onsite support, and coordination of both administrative and BIG initiatives.
• Closure of overdue admin and audit action items as well as high-risk recommendations for COs.
• Monthly input for Management reports and UN Reform status reports on progress, gains and efficiencies achieved from BIG targets in the region.
• Proven follow up sessions with CO functional leads to track admin and UN Reform implementation efforts and troubleshooting.
• Roster/peer-to-peer platform for admin service and UN Reform LPEs for COs.

TERMS AND CONDITIONS

Type of Contract/Grade:

Service Contract - SC8 (NOA Equivalent)

Duty Station:

Nairobi Regional Bureau, Kenya

Contract Duration:

12 months- Renewable .

DEADLINE FOR APPLICATIONS

April 22, 2022

Only shortlisted candidates will be contacted.

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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.