Administration Associate SC6

World Food Programme , Benghazi, Libya

Skill Required:, Business Development/ Resource Mobilization
Preferred Experience: 
5 years
Closing Date for Applications: 
18th October, 2019


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.

In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their shattered lives. On average, WFP reaches more than 80 million people with food assistance in 75 countries each year. The organization has a global footprint, deep field presence and local knowledge and relationships necessary to provide access to nutritious food and contribute to the lasting solutions, especially in many of the world’s most remote and fragile areas.

JOB PURPOSE

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

KEY ACCOUNTABILITIES (not all-inclusive)

  • 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 administrative 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.
  • Assist in the operational support of the hub by ensuring timely provision of suitable inputs such as equipment, stationery and other utilities required
  • Assist in activities coordination for WFP visitors to the hub including accommodation, transportation, and travel
  • Handle cleaning services to ensure organized, safe and clean working area.
  • Assist in maintaining updated inventory records.
  • Support deployment and provide technical supervision to external contractors to facilitate efficient and cost effective services.

STANDARD MINIMUM QUALIFICATIONS

Education:

Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Language:

Both oral and written fluency (level C) in English and Arabic languages.

Experience:

  • At least five years in Admin support or related business area
  • 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.

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.

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