Administration Officer P3 - FIT Pool - All Locations

  • Devex
  • Remote
  • 26 Apr, 2021
Full time Distribution, Supply Chain and Logistics Nonprofit-Social Services Other Project Manager

Job Description

Devex is assisting the World Food Programme (WFP) in looking for talented Administration Officers at a P3 level to join the Future International Talent Pool (FIT Pool).

As an Administration Officer, you will be joining a community of over 3,000 team members, worldwide – ranging from facility managers, engineers, and environmental officers to drivers and maintenance workers, managing critical Administration and Engineering services that WFP’s humanitarian operations cannot run without. Administration colleagues ensure duty-of-care and enable the actions of our more than 20,000 colleagues. At the core of WFP’s efforts to respond quickly to dynamic operational needs - Administration is there!

The responsibilities of our Administration professionals include managing travel, accommodation, and protocol support; delivering and maintaining fit-for-purpose facilities; managing WFP’s pool of assets including light & armoured vehicles; and providing guidance on oversight, internal controls, and anti-fraud management.

ABOUT THE FIT POOL

The Future International Talent Pool (FIT Pool) is an excellent opportunity for a professional international career within WFP. WFP is looking to build a pool of highly qualified and dynamic talents interested in serving in any of the 80 countries where WFP operates. Qualifying for the Administration FIT Pool gives you priority to be considered for vacant Fixed Term positions anywhere in the world and consequently to commence your global journey in the humanitarian world, often at the forefront of world affairs. (https://www.wfp.org /countries). For more information: https://www.wfp.org/fit-pool

ORGANIZATIONAL CONTEXT

The Administration functional area delivers high-quality, people-focused support to WFP field operations in the areas of oversight and risk management, Facilities, Asset, Contract, and Fleet management, and Travel and Protocol services. The function serves as the organization’s administrative backbone, seeking to ensure that WFP programmes and objectives for changing lives and saving lives are delivered efficiently and cost- effectively, while at the same time guaranteeing compliance with relevant laws and regulations. We also have organizational cross-cutting co-ownership of Occupational Safety and Health and Environmental Sustainability.

You will work in close collaboration with other related support functions – Finance, Logistics, and Human Resources – to ensure consolidated and efficient processes and services. Our teams of specialists in HQ are there to support you!

JOB PURPOSE

The Administration functional area focuses on creating the best possible environment for our colleagues, globally. Providing exceptional, customer-focused professional service supporting our teams, working and living, in some of the most difficult environments, to reach WFP’s beneficiaries.

 

KEY ACCOUNTABILITIES (not all-inclusive)

As an Administration Officer, P3, you will be responsible for the following key duties:

  • Developing and implementing WFP regional/country plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration services.
  • Developing annual plans, contributing 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.
  • Managing and/or carrying out complex data analysis to provide management and clients with accurate information and reports for efficient planning and decision-making.
  • Managing 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.
  • Facilitating 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 provide recommendations to the management on any improvements/changes, when required.
  • Ensuring that internal controls are established and exercised in compliance with WFP Rules and Regulations.
  • Contributing to strategic oversight within the Administration service portfolio, provide advice, and knowledge management on relevant matters, using corporate system controls in close collaboration with other WFP functional units, making proposals for improving processes, and strengthening capacities and information sharing.
  • Promoting a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
  • Managing and motivate a multicultural team(s), provide coaching, training, and guidance as required to ensure appropriate development and enable high performance.
  • Building productive partnerships with WFP stakeholders, other UN agencies, and local government offices.
  • Strengthening the capacity of WFP staff and partners through the delivery of trainings, workshops, daily interaction, etc. for efficient and effective delivery of food assistance to beneficiaries.
  • Contributing to preparedness actions such as risk analysis, and contingency planning, monitoring the management of risks, and reporting on actions taken.
  • Incorporating gender perspectives in areas of work, to ensure equal participation of women and men. 
  • Other as required.

STANDARD MINIMUM REQUIREMENTS

Education

You have:

  • Advanced University degree (recognised by https://www.whed.net/home.php) in Business/Public Administration, Engineering, or other relevant fields related to facilities and office management or First University degree (recognised by https://www.whed.net/home.php) with additional years of relevant professional level work experience. 

Experience

You have:

  • At least 5-years of postgraduate, progressively responsible professional level work experience managing operational support services or similar (i.e., Accommodation, Assets (equipment), Contracts, Engineering, Facilities, Fleet, Internal Controls, Protocol, and Privileges, and Travel, among others). International experience or professional experience working within international organizations or companies (such as the United Nations, NGOs, multi-national company, etc.).
  • Proven experience in monitoring, assessing, and recommending effective internal controls and mitigation actions.
  • Proficiency in MS Office, as well as proven ability to use and manage integrated business management systems, such as SAP or other similar systems, to extract data and contribute to effective, informed decision-making.
  • Proven ability to collaborate effectively with multiple stakeholders.
  • Experience in managing, supervising, and coaching staff.

Language

You have:

  • Fluency (level C) in the English language (written spoken, and oral comprehension).
  • Intermediate knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) and/or Portuguese (one of WFP’s working languages).

Mobility

  • You are able and motivated to work in any of WFP’s Offices throughout the world, including hardship locations. FIT Pool members are expected to agree on the first proposition of deployment that is offered to them. 

ADDITIONAL DESIRED TECHNICAL SKILLS AND KNOWLEDGE

  • Professional experience in an emergency setting is a strong asset.
  • Experience in preparation and management of large and complex contracts and assets, including familiarity with complex Standard Operating Procedures (SOPs).
  • Proven experience in managing one, or more, of the following areas of specialization: Accommodation, Assets (equipment), Facilities, Fleet, Protocol and Privileges, Travel.
  • Proven experience in project management, ability to root cause and solve problems, estimate time, cost, and resource requirements, and organize resources to implement solutions.
  • You may have experience developing, implementing, and leveraging the use of ticketing systems or case management systems.
  • Experience in global shared service centres and/or helpdesks.
  • Familiarity with procurement processes.
  • Contributed and supported in leading projects and input into functional policies.
  • Experience with Business Operations Strategies.
  • Ability to react quickly and adapt to changing priorities, guiding large, complex teams in making risk- informed decisions.

TERMS AND CONDITIONS

Building the pool is a comprehensive process and it will take approximately 6 months. The recruitment steps are an Online Tests > Panel Interview > Second UN Language Test > Background Verification (the process is subject to change).

If you are selected, you will be placed in the FIT Pool for a period of up to 2 years. You may be contacted as the needs arise for fixed-term international positions with a probationary period of one year in any of the countries in which WFP operates, including hardship duty stations.    

Mobility is the essence of WFP and continues to be a core contractual requirement. These positions are rotational which means that you shall be subject to the regular reassignment process to any other location on a period of 2 to 4 years unless the position is reclassified as non-rotational.    

WFP offers an attractive compensation and benefits package, including basic salary, post adjustment, relocation entitlement, travel and shipment allowances, 30 days’ annual leave, home leave, an education grant for dependent children, pension plan, and medical insurance. For more information, visit https://icsc.un.org/