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Administration Officer P2 - FIT Pool - All Locations

Multiple locations (Multiple locations)

  • Organization: UN WFP - World Food Programme
  • Location: Multiple locations (Multiple locations)
  • Grade: P-2, International Professional - Internationally recruited position - Junior level
  • Occupational Groups:
    • Operations and Administrations
    • Architecture, Building and Property Management
    • Transport and Distribution
    • Administrative support
    • Engineering
  • Closing Date: 2021-05-17

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Are you an organized and customer-focused professional, interested in changing lives and saving lives with the UN’s largest humanitarian agency?  Are you mobile and want to enable operations and teams, working and living, in some of the most difficult environments? 

If yes, this is your opportunity to join the Future International Talent Pool (FIT Pool). 

 

We are looking for candidates of the highest integrity and professionalism who share our humanitarian principles. We select our FIT Pool members on a competitive basis, and we are committed to promoting diversity and gender balance. 

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 

ABOUT the ADMINISTRATION OFFICER role

 

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. 

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 a/an Administration Officer, P2, you will be responsible for the following key duties: 

 

  • Contributing to and implementing WFP country/regional plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service. 
  • 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. 
  • 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. 
  • Contributing to strategic oversight and internal control measures, using corporate systems, and working in close collaboration with other WFP functional units making proposals for improving processes and strengthening capacities and information sharing. 
  • 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 contribute to the provision of recommendations to the management on improvements/changes. 
  • Supporting a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities. 
  • Guiding and supervising more junior staff, acting as a point of referral, and supporting them with more complex analysis and queries. 
  • Building and maintaining partnerships with WFP stakeholders, other UN agencies, and local government offices, particularly when UN Common Reform initiatives and projects 
  • Supporting the capacity building of WFP staff and partners through the organisation or design of training, workshops, daily interaction, etc. for efficient and effective delivery of food assistance to beneficiaries. 
  • Following standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis. 
  • 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 3-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 and/or working within international organizations or companies (such as the United Nations, NGOs, multi-national company, etc.) 
  • 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 and analyse data and contribute to effective, informed decision-making. 
  • Proven success working within teams providing high-quality customer service in complex environments.

 

Language 

You have: 

  • Fluency (level C) in English language.  
  • 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 TECHNICAL SKILLS AND KNOWLEDGE

 

  • Proven experience in managing one, or more, of the following areas of specialization: Accommodation, Assets (physical equipment), Facilities, Fleet, Protocol, and Privileges, Travel. 

  • Ability to react quickly and adapt to changing priorities. 

  • Keen interest and ability to identify causes of issues and provide compliant, yet creative, solutions.  

  • Experience in supervising or managing others (national and or international). 

  • Effective communication skills – verbal and written – for a variety of audiences. 

  • Experience in preparation and management of contracts and assets, including familiarity with complex Standard Operating Procedures (SOPs). 

  • You may have experience developing, implementing, and leveraging the use of ticketing systems or case management systems. 

  • Familiarity with procurement processes. 

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/     

DEADLINE FOR APPLICATIONS

 

Application deadline: 17 May 2021 (23:59 Rome time) 

 

Your CV must be submitted in English. For UN workers please include your current contract type and level. 

 

 

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Women 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 do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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