Management Services (Administration) Officer - NOA

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WFP encourages female candidates and people with disabilities to apply. WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees. It encourages qualified candidates to apply irrespective of race, color, national origin, ethnic or social background, genetic information, gender, gender identity and 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.

WFP’s Regional Bureau for the Middle East and Northern Africa (RBC), based in Cairo, Egypt, provides strategic guidance, policy/technical support, and direction to WFP operations and activities in 15 countries: Algeria, Armenia, Egypt, Iran, Iraq, Jordan, Lebanon, Libya, Moldova, State of Palestine, Syria, Tunisia, Turkey, Ukraine, and Yemen. These country offices aim to assist roughly one-third of all of WFP’s beneficiaries (approx. 30 million) in some of the most critical humanitarian emergencies of our time. RBC is also active in the ‘Changing Lives’ side of WFP’s mandate, helping national governments and local communities improve nutrition, livelihoods, school feeding, social protection, climate, and disaster risk reduction, and other programmes that build resilience and support development.

TERMS AND CONDITIONS

• JOB TITLE: Management Services Officer
• TYPE AND LEVEL OF CONTRACT: NOA
• Duration: One year, renewable
• UNIT/DIVISON: Management Services (Administration) / MSD
• REPORT TO: Regional Management Services Officer

WHY TO JOIN WFP

SAVING & CHANGING LIVES ❤ Make a difference, and the world will notice. We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.

GLOBAL COMMUNITY 🌍 Build bridges that unite people across the world. Being part of a global, diverse, and multicultural community like WFP, will continuously expose you to new ideas and perspectives. How we deliver our mission in a deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels.

UNLIMITED POSSIBILITIES 💡 Unlock possibilities you never thought you'd find. WFP goes anywhere it is needed and does whatever it takes to get the job done.

LIFE-CHANGING EXPERIENCE ⭐ Reach beyond yourself and discover your true potential. WFP offers the kind of life-changing experiences you’re unlikely to find in many other organizations. Join us to make a difference.

Watch this video to learn more about WFP; the 2020 NOBEL PEACE PRIZE LAUREATE!! Link: https://www.linkedin.com/posts/world-food-programme_thankyou-nobelpeaceprize-activity-6721012515532234752-RRa6/ Follow @WFP_Careers on Twitter

Background and Purpose of assignment:

1. Support the implementation of a full range of services in the Management services portfolio (Administration), in the WFP Regional Bureau based in Cairo, including timely procurement of goods and services to ensure cost efficiency and client satisfaction.
2. Assist with the preparation of Management Services components of WFP’s Country Strategic Planning (CSP) and Resource Planning aligned with the country and wider WFP’s strategies and policies to facilitate efficient and effective service delivery.
3. Support preparation of annual plans and implementation of policies, procedures, processes, standards, and systems to support WFP’s strategic objectives.
4. Perform all tasks in adherence to WFP rules and regulations.

Roles and Responsibilities (within Delegated Authority):

• Contribute to the Regional Bureau Annual Performance Plan (APP), by supporting the development of Administration unit workplan and implementation of policies, systems and procedures to support WFP strategic objectives.
• Assist in the identification of resources aimed at achieving efficiency, cost-effectiveness, and timeliness of service provision.
• Participate in the preparation of Management Services annual budgetary plans and the identification of potential vendors and local suppliers to enable WFP maximize value for money, of goods and services delivered through Micro Purchase Orders (MPOs). Develop and maintain a database of local vendors.
• Work in close collaboration with cross-functional units to implement Management Services procurement activities in accordance with a Procurement plan or whenever the need arises. Prepare accurate and timely reports for ongoing procurement activities, including non-food items stock control reports. Promote a culture of environmental sustainability through sustainable Procurement efforts.
• Manage/Oversee the existing budgetary resources in the area of responsibility (e.g. Travel Management, Protocol Services, Fleet Management, Vendor Management and Courier Services), assist in the identification of new requirements aimed at efficiency, cost- effectiveness and timeliness of service delivery.
• Maintain working relationships with WFP’s stakeholders, other UN agencies and Government entities ensuring relevant exchange of data and identifying areas of potential improved alignment of operations and cooperation.
• Support the implementation of WFP official systems in the office e.g. WeTravel, Fleet Management System (FMS), Global Service Management Tool (GSMT) etc, draft correspondences and internal procedural directives relating to administrative matters and ensure WFP’s administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.
• Utilize digital tools and applications to their fullest potential collaborating with technical experts to effectively adopt innovative technologies, thereby enhancing operational workflows and customer service.
• Facilitate the compliance of services provided (Travel, Fleet and Protocol Management); with the corporate Occupational Safety and Health policy. Ensure proper management of staff travel and light vehicle fleet by verifying expenditure allotment for proper accountability of fund allocation.
• Maintain an adequate and competent fleet; ensure reconciliation of accounts for fuel replenishment, vehicle maintenance and service; and administer contractual agreements with fuel and garage companies through reconciliation of accounts with Finance unit.
• Collate data and prepare basic analysis to support efficient planning and decision-making.
• Support field missions by documenting issues/gaps and proposing solutions in the relevant services or areas of responsibility.
• Adapt and update administrative procedures, support the implementation of Standard Operating Procedures (SOPs) to contribute to the continuous improvement of administration services in the area of responsibility.
• Follow standard emergency preparedness and response practices to support WFP to quickly deploy the needed resources to affected areas.
• Support the organisation and design of learning initiatives to build capacity of WFP staff and partners to improve their understanding of Management Services regulations, policies, procedures, processes, standards, and systems.
• Supervise staff under areas of responsibility and perform any other duties as required by Management.

KEY ACCOUNTABILITIES

1. Protocol & Courier services, Travel, Fleet and Vendor Management
2. Use of digital tools and technology
3. Emergency Preparedness and Response
4. Oversight and support to COs, including Country Strategic Plans (CSP/ICSP) and Resource planning.
5. Inter-Agency collaboration under UN Reform
6. Cross functional engagement

STANDARD MINIMUM QUALIFICATIONS

Education: Bachelor’s degree in Administration, International Affairs, Economics, Social Sciences or other field relevant to international development assistance.

Experience:

• Minimum 5 years of relevant experience, including 1 year of professional experience in Administration.
• Cross-functional engagement
• Critical thinking and creative problem solving

FUNCTIONAL CAPABILITIES

• Digital tools and technology
• Change Management

DEADLINE FOR APPLICATIONS

18 April 2024

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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, color, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

Qualified Female candidates and Individuals with disabilities are especially encouraged to apply.

WFP is committed to an accessible, inclusive recruitment process. Please contact us at [email protected] to advise us of any disability-related reasonable accommodation or accessibility requests you may have. A member of the reasonable accommodation team will contact you to discuss your needs. This email is only to be used for any disability-related accessibility requirements, and not for sending the application itself. Due to the volume of applications, any applications or CVs sent through this email address will not be considered as a formal application and will not receive a reply from WFP.

WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation, abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through 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 lead to disqualification or termination of employment. WFP will not request payment at any stage of the recruitment process including at the offer stage. Any payment requests should be refused and reported to local law enforcement authorities for appropriate action.

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.