Senior Administration Associate

Short Description

Position Title:  Senior Administration Associate

Contract Type and Grade level: Fixed Term / G7 

This is a Local National position so only National citizens are eligible to apply

Duty Station: Gaza

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

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.

ORGANIZATIONAL CONTEXT

The job holders typically report to a Programme Policy Officer or Head of Field Office.
At this level, job holders are responsible for technical work including the planning, implementation and co-ordination of activities that require thorough understanding of programme/project context, issues and ability to apply a range of guidelines/practices. They independently handle a wide range of specialized programme or policy support activities and may be involved in analytical work. Work performed typically has a substantial impact affecting other parts of the programme. Job holders demonstrate initiative in the identification and resolution of a wide range of issues/problems, and effectively handle unforeseen situations. They may act as technical focal points in the area of vulnerability assessment and analysis. Job holders set objectives, resolve wide-ranging issues and unforeseen problems, supervise and coach a team of support staff within an area of responsibility.  

JOB PURPOSE

To coordinate the delivery of quality, client-focused, value-for-money oriented administration services.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Support management of WFP resources in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), monitor requirements and contribute to the estimation of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
2. Coordinate the provision of services such as facilities management, travel (being field office’s travel focal point), protocol, assets management, light vehicle management, 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.
3. Undertake in-depth analyses of a range of data and compile and prepare comprehensive 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.
4. Maintain a close coordination with UNDP and other UN agencies in Gaza, and provide advice to management for an efficient facility management.
5. Coordinate, monitor and process administrative actions related to procurement, finance, human resources, etc., including creation of micro-purchase orders (MPO), vendor creation, contracts with external vendors, and ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
6. Contribute to the revisions and updates of WFP administrative processes and plan, to ensure the continuous improvement of administration services and smooth implementation in the area of responsibility.
7. Answer a range of complex queries, supporting resolution of various daily issues in order to facilitate the maintenance of the right contacts and support partnerships and activities with local authorities and various vendors in the area of responsibility.

KEY ACCOUNTABILITIES CONT'D

8.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.

9.Supervise and guide a team of staff, acting as a point of referral for them and support them in carrying out their responsibilities, to ensure individual and team objectives are in compliance with the relevant regulations, policies and procedures, and performance plans.

10.Manage office communications and act as an escalation point for complex business queries, to ensure priorities and urgent matters are identified and addressed, and that consistent and quality services are delivered to clients.

11.As office focal point for Finance unit for specific activities under cash-based transfer modalities.

12.As focal point for Human Resources unit, provide general assistance on general HR queries and follow up actions to ensure consistent and high-quality HR services are delivered to clients

KEY ACCOUNTABILITIES CONT'D

13.Review and analyse security threats and risks and produce comprehensive reports on trends and situations that could adversely impact WFP operations, in order to ensure information is accurately collated for senior staff review and supports reporting needs and decision-making.

14.Analyse a variety of security related information (e.g. security incidents and events, security support to daily activities etc.) and use corporate or local management tools to produce a range of complex analyses and in-depth reports, to ensure that information is readily available and communicated to relevant stakeholders.

15.Build and maintain relationships with a range of external stakeholders such as local administration, security and law enforcement authorities, communities, UN/ NGO security staff and other actors, to facilitate access for safe programme delivery and to mitigate potential risks against staff and other resources.

16.Oversee and co-ordinate staff activities during field missions and ensure that security assessments are performed as per WFP standards to support safe and effective programme delivery.

17.Contribute to the update of emergency and contingency planning documentation including physical preparations and procedures to support preparedness for the crisis. Assist in recommendation and implementation of training plans to address staff development’s needs.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school, University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration is preferable   

Experience: 

• At least seven years of experience working in the field of Administration or any relevant field.
• Good Working experience with NGOs, UN Agencies and Government.
• Good Working experience with people at the community level. 

Language:  Fluency in both oral and written communication in English 

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 fulfil the needs of internal and external partners.

FUNCTIONAL CAPABILITIES

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 Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise.

Customer Focus Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated a strong understanding of WFP administrative operating standards through day to day work.

• Has provided coaching or training to new staff members within area of expertise.

TERMS AND CONDITIONS

Fixed-term Appointment:  an appointment for a continuous period of one year and shall have a specified expiration date and subject to a probationary period of one year, which may be extended to 18 months.

Staff Assessment A staff assessment, comparable to national income tax, shall be applied to the gross salaries and such other payments as are computed on the basis of salary, The assessment shall be calculated at rates set forth in the FAO Administrative Manual. 

Duty Station: Gaza

Dependency allowances: applicable to children up to 18 years of age, or up to 21 years in full-time school attendance

United Nation Joint pension fund a deduction  of 7.9% from the pensionable remuneration will be made from the net salary, the WFP will contribute of 15.8%

Medical Insurance: mandatory for staff member and can be extended to dependents  in a cost sharing

Annual leave: 2.5 days a month and Sick leave: 2 days per month

Official Holiday: 10 days as officially established for each duty station

DEADLINE FOR APPLICATIONS

22nd  August 2022