Office Manager

Overview

Support office operations and project management tasks for ShareTheMeal team.

You have:

• Bachelor's degree
• 1+ years of related experience in office support or project management
• Comprehensive knowledge of reporting and Excel, experience with payment processing software (preferably Braintree and Stripe)
• Exceptional attention to detail, critical thinking and problem-solving skills
• Excellent verbal and written language skills in English, with knowledge of German required

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

Job Title: Consultant

Division: Share the Meal/ PPF - Private Partnerships and Fundraising Division

Duty Station: Berlin, Germany.

Type of Contract: part-time regular Consultant

Duration: 11 months (expected start in January 2022)

Deadline for applications: 7th January 2022

ORGANIZATIONAL CONTEXT

The United Nations World Food Programme (WFP) is the 2020 Nobel Peace Prize Laureate. WFP is the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change. Around 20,000 people work for the organization, most of them in remote areas, directly serving the hungry poor.

To reach a world with zero hunger, WFP is investing in and growing private sector fundraising and partnerships. ShareTheMeal is WFP’s fundraising and awareness-raising app. Free to download, the award-winning app is a pioneering way for people to join our efforts in creating a world with zero hunger.

ShareTheMeal currently has more than 4.5 million users worldwide, who have shared more than 100 million meals (US$ 50 million). WFP is pursuing an ambitious growth strategy for individual giving, and ShareTheMeal is a key driver for this strategy going forward. The team, located in Berlin, is focused on further developing the app to include new and innovative features, and on increasing the engagement of existing users and growing the user base through marketing and communication initiatives.

PURPOSE OF THE ASSIGNMENT

The Consultant, reporting to the Head of Operations of the ShareTheMeal initiative, is expected to:

1. Support donor support activities and develop process improvements, deploy automated workflows where applicable
2. Serve as the point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
3. Organize and schedule team-wide meetings and appointments
4. Organize office operations and procedures
5. Coordinate with the divisional focal point for asset management on all office equipment
6. Manage relationships with vendors, service providers, and landlord, ensuring all items are invoiced and paid on time
7. Assist the HR function (e.g. visa applications, learning, onboarding of new staff, organising induction programmes for new employees)
8. Monitor Stripe and Braintree dashboards for pending charges, refunds, frauds, etc.
9. Support on coordination for travel requests
10. Ensure filing systems are maintained and current
11. Manage internal staff relations
12. Maintain a safe, secure, and pleasant work environment
13. Responsible for developing and implementing office policies in line with the Organization’s strategy by ensuring procedures and standards are respected
14. Support ShareTheMeal’s management team with other activities as required

DELIVERABLES AT THE END OF THE CONTRACT:

15. An implementation and development plan for the above areas is prepared, and accompanied by quality reporting
16. Design and implement a toolkit to capture procedures for record-keeping, office policies and procedures
17. Create an efficient coordination with PPF in relation to payment of invoices, asset management and office supplies.

---

QUALIFICATIONS AND EXPERIENCE REQUIRED

Education

• Bachelor’s degree

  Work history

• 1+ years of related experience in office support or project management or a demonstrable track record of leveraging similar skillsets in other areas

  Technical expertise and soft skills

• Comprehensive knowledge of reporting and Excel,; experience with payment processing software (preferably Braintree and Stripe) is a plus; knowledge of Postman, AWS, Jira and Zendesk is a plus

  • Exceptional attention to detail, critical thinking and problem-solving skills
  • Knowledge and understanding of the United Nations and its role in humanitarian and development cooperation
  • Strong time and project management skills with an ability to plan ahead, anticipate requirements, problems and obstacles, and an ability to juggle competing priorities successfully, and to work on tight deadlines

• Excellent communicator with ability to work collaboratively with colleagues across different cultures, disciplines and time zones

  • Willingness to be adaptable and ‘roll up your sleeves’ to get the work done across a small team with big ambitions
  • People-oriented, uses tact and courtesy to give and receive information with a variety of individuals
  • Motivated team spirit and contributed to a gender-balanced, inclusive and sound working environment
  • Highly adaptable to change and comfortable dealing with ambiguity, stress and competing demands with grace and humor

  Language(s)

  Excellent verbal and written language skills in English, with clear, consistent

communication. Knowledge of German is required.

Terms and Conditions

Short-listed candidates can be subject to written assessment.

This consultancy assignment is renewable upon funding.

WFP offers a competitive compensation package which will be determined by role’s responsibilities and deliverables - please note that as per UN WFP policy the offer is not assessed on personal qualifications and expectations.

Visit the website for detailed information on working with WFP: http://www.wfp.org - Click on: “Our work” and “Countries” to learn more about our operations.

Qualified female applicants and qualified applicants from developing countries are especially encouraged to apply.

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.

We greatly appreciate your interest in WFP and joining our mission to achieve Zero Hunger by 2030

Saving Lives, Changing Lives!

Apply now

Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: wfp.org