Administration Assistant (Travel)

World Food Programme, Cotonou, Benin

Skill Required:, Business Development/ Resource MobilizationHR and Admin
Preferred Experience: 
5 years
Closing Date for Applications: 
3rd August, 2020


Job Description

ABOUT WFP

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.

STANDARD MINIMUM QUALIFICATIONS

  • Education: Completion of secondary school education with a bachelor’s degree in business administration with an additional relevant work experience and/or training/course.
  • Experience : five or more years of progressively responsible support work experience business administration
  • Language: Good command of English language (level B) in both oral and written communication

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.
  • Ensure the provision of travel and related services through consistent, safe, cost efficient, accurate and timely delivery of support, especially:
  • Support information sharing, dissemination and the production of various data
  • Coordinate tasks with the activities of the broader team and other functions involved in the area, to ensure individual, team and Office objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.

KEY ACCOUNTABILITIES (not all-inclusive)

  • Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
  • Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
  • Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
  • Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
  • Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
  • Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.

4Ps CORE ORGANISATIONAL CAPABILITIES

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.

FUNCTIONAL CAPABILITIES

  • Capability Name Description of the behaviour expected for the proficiency level
  • Business Support Services & Reporting 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.
  • Internal Controls & Risk Management 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.
  • Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
  • Specialised Knowledge in Administrative Services 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.
  • Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

OTHER SPECIFIC JOB REQUIREMENTS

This section is optional to describe additional responsibilities & knowledge required for the specific job

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.

Source:https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=12...


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