Administration Associate G6- Homs VA072-2019

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.

From 22 September to 6 October 2019 

Type of contract : Fixed term 
Duration : one year 
Number of required employees : 1

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.

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief or Administration Officer.

At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided. Job holders are expected to manage resources and coach and coordinate a team of support staff.

To coordinate and provide high quality, client-focused and value-for-money oriented administration services.

Within delegated authority, the Admin Associate will be responsible for the following duties:

• Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
• Supervise the provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor.
• Support the production of various data and compile and prepare reports to support the effective and timely management of WFP resources.
• Supervise the admin assistant in to planning, monitoring and processing administrative actions
• Adapt and update administrative processes, supporting the implementation of operating procedures.
• Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
• Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients

• Supervising the Transportation Unit including the Fuel consumption, Maintenance, travel schedule and Warehouse schedule.
• Provide the procedural and technical support to staff within the areas of finance and budget, to ensure compliance with WFP financial policies, rules and regulations (workshops, trainings, advance payments, retailer payments, CP’s payment).
• Support the development and implementation of financial policies and procedures, and assist in setup and implementation of proper accounting procedures, systems and internal controls (Supervising the Finance assistant regarding Petty cash, closing the operational advance, entering invoices in to ITS system) and monitor the daily cash position.
• Monitor the centralized registry system in order to process all payments to internal staff and invoices to external suppliers in a timely manner and in accordance with WFP standards.
• Contribute to the preparation, implementation and monitoring of budgets, monitor expenditure and budget forecasts, to ensure that relevant future funding requirements are met.
• Co-ordinate with other teams in order to ensure that all financial and administrative services are being performed efficiently and in line with the needs of the wider team.
• Compile data from the WFP database and systems in order to assist in generating and analyzing financial reports on a monthly basis.

• Allocate tasks to other support staff, provide guidance and on-the-job training in management of financial resources (e.g. managing the petty cash/sub-imprest account, review and analyze vendor and balance sheet accounts, etc.), to ensure services are delivered consistently and to the required standards.
• Follow standard emergency preparedness practices in order to meet immediate emergency requirements for further service on the job and in the field.
• Responsible for HR tasks (Attendance, overtime and being the first person to contact for all staff HR queries and provide guidance to the right HR contact at CO level)
• Evaluation for Finance assistant, Admin assistant, Drivers.
• Contribution in CP’s evaluation meetings and selection of Partner.
• Perform other related duties as required.

Purpose

• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
•  Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
•  Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
•  Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

• Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
•  Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
•  Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
•  Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
•  Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
•  Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
•  Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
•  Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
•  Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

Education: Completion of secondary school education. A post-secondary certificate in the related functional area.

Language: Fluency in both oral and written communication in English and Arabic languages.

WFP is dedicated to promoting and maintaining the highest degree of physical, mental and social wellbeing of all staff members. Accordingly, it seeks to offer a safe and healthy working
environment focusing on balancing the professional and personal demands of its personnel of all contract types and thus WFP offers flexible working options.

• Please upload your professional CV in English in PDF format making sure to include the following in terms of “Experience”:
• Company/Organization name and scope of work of the organization
• Exact Position Title
• Contract type: part-time, full-time, volunteer, consultant, or freelancer
• Start and End date of Employment for each position: From (dd/mm/yyyy) to (dd/mm/yyyy)
• Responsibilities: To mention the main responsibilities that highlight your gained skills and experience
• A proof of your experience will be required in the final stage of recruitment.
• Only short-listed candidates, who meet the minimum requirements for the advertised position, shall be contacted
• Candidates must get an auto confirmation email once application is submitted.

(If any of the below links do not work by clicking on it, please copy and paste it in the browser address bar)

Internal candidate:

https://performancemanager5.successfactors.eu/sf/jobreq?jobId=107277&company=C0000168410P&username=

External candidate:

https://job-listing.wfp.org/sfcareer/jobreqcareer?jobId=107277&company=C0000168410P&username=

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.