Administration Officer P4 – FIT Pool – All Locations

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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 an Administration Officer, P4, you will be responsible for the following key duties:

Manage and oversee all administrative functions for selected duty station including light fleet, facilities, protocol, travel, and assets and estimate new requirements aiming at efficiency, cost-effectiveness, and timeliness of operations and services.

Provide technical support and leadership to the development and management of administrative functions throughout the duty station (Country Office and/or Regional Bureau), notably the Area Office and Sub Offices.

Lead the development and implementation of WFP corporate and complex regional/country plans, including innovative administrative processes, aligned with regional and wider WFP strategies and policies to ensure efficient and effective administration services.

Develop annual plans, contribute to longer-term strategies, and lead improvements to policies, systems, and procedures to ensure services provided support WFP strategic objectives and comply with corporate policies, standards, regulations, and processes, providing technical support and leadership to the development and management of administrative functions across WFP’s Country Office, Area Office, and Sub Offices.

Lead the preparation of complex data analysis to provide management and clients with accurate information and reports for efficient planning and decision-making.

Develop robust reporting and data dashboards to monitor administrative activities.

Develop and refine management systems to support the administrative functions.

Ensure robust oversight and anti-fraud management.

Oversee 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.

Facilitate 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 provide solid recommendations to the senior management on a wide range of improvements/changes.

Lead and promote a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.

Lead and motivate large multicultural teams, provide coaching, training, and guidance as required to ensure appropriate development and enable high performance.

Support the development and training of staff in administrative processes.

Identify, and build productive partnerships with WFP stakeholders, other UN agencies, and local government offices.

Build and strengthen the capacity of WFP staff and partners, providing expert design and delivery of trainings, workshops, daily interaction, etc. for efficient and effective delivery of food assistance to beneficiaries.

Take responsibility for incorporating gender perspectives in all areas of work, to ensure equal participation of women and men.

Lead on preparedness actions, providing technical recommendations and guidance, and monitoring the management of risks to enable WFP to quickly respond at the onset of the crisis.

Other as required.

STANDARD MINIMUM REQUIREMENTS

Education

You have:
An Advanced University degree (recognised by https://www.whed.net/home.php) in Business/Public Administration, Engineering, and/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 8-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 professional experience with an international organization or companies (such as the United Nations, NGOs, multi-national company, etc.).

Ability to use and manage multiple data sources to extract data and contribute to effective, informed decision-making.

Experience in managing, supervising and coaching multidisciplinary teams (national and / or international).

Proven experience in leading multiple projects and providing substantial strategic input into function policies.

Proven experience in providing high-quality customer service in complex environments.

Proven experience in working with multiple stakeholders.

Proven experience in monitoring, assessing, and recommending effective internal controls and mitigation actions.

Language

You have:
Fluency (level C) in the English language (written spoken, and oral comprehension).

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 DESIRED TECHNICAL SKILLS AND KNOWLEDGE

Professional experience in an emergency setting is a strong asset.

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

Knowledge of public procurement procedures; international contract formats and asset management procedures.

Well-organized and detail-oriented with strong judgment/decision-making skills.

Leading monitoring and reporting activities, particularly through the development and roll-out of dashboard systems, ticketing systems, global shared service centres, and/or helpdesks.

Familiarity with UN system policies, rules, regulations, and procedures governing administration is a strong asset.

Ability to react quickly and adapt to changing priorities, guiding large, complex teams in making risk-informed decisions.

Excellent communication skills to develop and maintain working relations with persons in different units and geographical locations.

Proven experience in project management, ability to root cause and solve problems, estimate time, cost, and resource requirements, and organize resources to implement solutions.

Experience with Business Operations Strategies.

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

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.