TERMS OF REFERENCE
Title of Post: Administration Associate
Type of Contract: Fixed Term
Level: G6
Unit/ Division: Administration
Duty Station Banjul, The Gambia
Duration: One year
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.
Why work at WFP?
SAVING & CHANGING LIVES ❤
Make a difference, the world will notice.
We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future!
GLOBAL COMMUNITY 🌍
Build bridges that unite people across the world. Being part of a global, diverse and
multicultural community like WFP, will continuously expose you to new ideas and
perspectives.
UNLIMITED POSSIBILITIES 💡
Unlock possibilities you never thought you'd find.
WFP goes anywhere it is needed and does whatever it takes to get the job done.
Join us to make a difference!
For more details about WFP contractual modality and salary, please follow this link: https://icsc.un.org/
A. BACKGROUND AND PURPOSE
ORGANIZATIONAL CONTEXT:
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.
JOB PURPOSE:
To coordinate and provide high quality, client-focused and value-for-money oriented administration services.
B. KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
- 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.
- Responsible for provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
- Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
- Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
- Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.
- Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
- 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.
OTHER POST REQUIREMENTS (details to be determined by Post Managers):
This section is optional to describe additional responsibilities & knowledge required for the specific job.
WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR
Leads by Example with Integrity
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Upholds WFP values, principles, and standards
Demonstrates and encourages others to uphold the WFP values, principles and standards
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Respects others and values diversity
Values diversity using respectful and inclusive language, and encourages others to do the same
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Stays focused and calm under pressure
Stays focused and calm when under pressure and encourages others to do the same
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Demonstrates humility and a willingness to learn
Shows humility and a willingness to learn and share knowledge, frequently seeking and acting on feedback, and taking up opportunities to develop
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Drives Results and Delivers on Commitments
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Delivers results for maximum impact
Holds self and/or others accountable for the delivery of results
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Delegates appropriately
Delivers results against delegated tasks and seeks guidance and support where needed
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Adapts readily to change
Responds readily to change adjusting work as needed
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Fosters Inclusive and Collaborative
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Is inclusive and collaborative
Promotes inclusive teamwork and psychological safety by sharing ideas and openly raising issues
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Gives timely and constructive feedback
Supports development for others by giving timely and constructive feedback
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Builds and shares new perspectives
Listens attentively to others to capture, learn, build and share new perspectives
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Applies Strategic
Thinking
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Communicates and fulfils WFP’s vision
Fulfils WFP’s vision and is able to explain how their objectives support the vision
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Embraces curiosity and new ways of doing things
Demonstrates curiosity, and proposes new ways of doing things when relevant
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Analyses and evaluates data
Gathers data and shares knowledge to inform team decision making
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Considers the impact of decisions
Implements decisions and asks questions to understand the impact for wider objectives
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Builds and Maintains Sustainable Partnerships
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Builds partnerships
Builds partnerships by seeking out opportunities to work with others
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Collaborates to deliver common objectives
Collaborates with partners by sharing information and working together to deliver common goals
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FUNCTIONAL CAPABILITIES
Capability Name
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Description of the behaviour expected for the proficiency level
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Business Support Services & Reporting
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Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience
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Internal Controls & Risk Management
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Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
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Resource Management
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Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
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Specialised Knowledge in Administrative Services
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Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
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Customer Focus
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Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.
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DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:
- Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day-to-day work.
- Has provided ad-hoc guidance to new staff members
- Has 4 years’ experience in Administration.
STANDARD MINIMUM ACADEMIC QUALIFICATIONS:
Education:
Completion of secondary school education. A post-secondary certificate in the related functional area
Language:
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General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.
General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.
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QUALIFIED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.
- Only Gambian nationals or holders of valid residence and work permits are eligible to apply for this position.
- Applications are to be submitted and received online and in English language only.
- WFP will apply a rigorous and transparent selection process including thorough assessment of technical skills to ensure the best candidates are selected for the job. Please ensure that your application contains accurate and complete information on academic qualifications, employment record and language skills.
Deadline for submission is 30th May 2022
Only shortlisted candidates will be contacted.
-------- WFP has zero tolerance for any form of discrimination ……
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