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.

ORGANIZATIONAL CONTEXT

The job holder should perform administrative support functions in the Administration Unit of the Pemba Field Office under the direct supervision of the Administration Associate, and overall supervision of the Administration / Finance Officer. At this level, work is carried out under minimal supervision. The job holder is expected to produce organized and accurate work, undertaking specific business support activities. Offer guidance on standard practices to more junior staff in their area of work.

JOB PURPOSE

To provide effective specialized support and technical analyses to policy and programme activities that effectively meet food assistance needs.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area. University Degree in a related field is desired.

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

Language: Fluency in both oral and written communication in English and Portuguese.

KEY ACCOUNTABILITIES (not all-inclusive)

Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
Respond to queries and escalate where appropriate, in order to provide timely and accurate service to clients.
Support processing and managing routine administrative and financial tasks of the Pemba FO support services unit, to contribute to the effective and timely management of resources.
Collect, sort, register and distribute correspondence, reports, and other material and transmit correspondence, documents, etc, via electronic mail, fax, courier service, or other means.
Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
Identify simple discrepancies in statistics and data, such as missing information, make corrective actions, and/or report to senior staff in order to support clients to deliver their work.
Supervise Fleet of 12 vehicles and drivers. Ensure maintenance of accurate information of fleets, analyze recorded data, and choose the right vehicles for the foreseen trips/missions in coordination with Security Unit.
Collect information from different sources and maintain data integrity to facilitate the availability of accurate information in WFP corporate systems designed for fleet management/resource management (FleetWave, Vehicle booking platform, WINGS). Prepare monthly vehicle statistical report on a mileage run, fuel consumption, maintenance conducted. Conduct vehicle inspection/inventory of vehicle accessories on a weekly basis and report shortfalls to supervisor/head of unit accordingly.
Establish a regular maintenance schedule of WFP vehicles as per WFP/Manufacturer standards/instructions and monitor adherence to established schedules. Keep detailed history for every vehicle on the fleet.
Initiate raising of commitments in WFP corporate ERP (WINGS) and ensure financial obligations for goods/services related to the fleet are timely met as per contractual terms and conditions.
Check vehicle logbooks regularly and ensure all trips are thoroughly recorded and certified by the passengers/supervisors accordingly. Calculate usage of vehicles for private purposes and process invoices in coordination with Finance Unit.
Support staff under supervision for preparation of travel claims, overtime statements, statistical reports and etc.
Facility Management. Daily supervision of the services provided by the contractors (cleaner, maintenance, electricians). Carry out regular checks and inspections of the premises, equipment, and grounds. Maintain premises maintenance logbook updated on daily basis.
Be the first point of contact for Field Office internal queries (requests for office maintenance, stationery, furniture, office space allocation, etc. to facilitate the provision of efficient and effective resolution of daily admin issues)
Provide necessary information / take relevant actions requested by CO Facilities Management Team
Act as alternate travel focal point when required/requested.
Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
Perform other duties as required.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
Knowledge of work routines and methods to complete processes under minimal supervision
Uses tact and courtesy to give and receive information to a wide range of individuals.
Ability to identify data discrepancies and rectify problems requiring attention.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

TERMS AND CONDITIONS

This position is open to Mozambican Nationals only

Type of contract: Service Contract Level 4

Duty Station: Pemba, Cabo Delgado

Duration: 12 Months Renewable

DEADLINE FOR APPLICATIONS

Application Deadline: 17th April 2022

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WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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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Added 2 years ago - Updated 2 years ago - Source: wfp.org