Administration Assistant G5

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.

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.

The administration function is currently performed by several staff in the office. The incumbent of this position will be the first point of contact for administrative queries. This position will be within the management Office under the direct supervision of the head of Office. 

1. Act as an assistant to the Head of Office
2. Draft routine correspendances as required
3. draft and archive the note for the record, the minutes of internal and senior staff meetings
4. Be the first point of contact with the travel agency to request booking as per WFP travel rules and regulations
5. Raise the trip documents on WINGS as per the travel guidelines
6. Be a first point of contact for internal and external queries, to facilitate the provision of efficient and effective resolution of daily issues.
7. Check the provision of a range of services, including facilities and light vehicle management
8. Manage and maintain paper and electronic records within the management unit
9. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
10. plan and Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
11. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients. 
12. Within the specific area of responsibility, compile data and support analysis and preparation of reports  in order to support operational decision-making.
13. Act as NFI requestor
14. Act as GEMS alternate focal point when needed
15. Others as required

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.

• Proven work experience in the relative business stream with experience in general administrative work.

  Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work

  Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
• Has supported in providing ad-hoc guidance to new staff members

31 st January 2020

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.