Administration Officer SC-8
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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. WFP encourages female candidates and people with disabilities to apply.
STANDARD MINIMUM QUALIFICATIONS
• Has gained experience in administration.
• Has demonstrated a high level of proficiency in WFP administrative operating standards in day to day work.
• Has provided coaching or training to new staff members within area of expertise.
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders in the field typically report to the Country Director or the designate. Job holders in RBs or HQ typically report to a more senior Administration Officer. Job holders are likely to be working under the supervision of a more experienced staff member, receiving guidance and regular feedback on work performed.
Job Related Key Information
Job Title: Administration Officer
Grade: SC-8
Type of contract: Service Contract
Duration: 6 months
Duty Station: Jakarta, Indonesia
Deadline of application: 26 September 2022
This Vacancy Announcement is for Nationals from Indonesia.
JOB PURPOSE
To support the delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.
KEY ACCOUNTABILITIES (not all-inclusive)
1.Contribute to a WFP country plan, including administrative processes, aligned with country and wider WFP strategies and policies to facilitate efficient and effective administration services.
2.Support the development of annual plans and implementation of policies, systems and procedures to support WFP strategic objectives.
3.Collate data and prepare data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
4.Support management of existing resources in the area of responsibility (e.g., WFP managed facilities, assets and travel management, items within WFP storage, PPE items, filing in outsourced storage facility, etc.) and assist in identification of new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
5.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.
6.Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
7.Guide and supervise junior staff, acting as a point of referral and supporting them with analysis and queries.
8.Maintain the partnership with WFP stakeholders, other UN agencies and local government offices.
9.Ensure supervision of the administration staff for the provision of efficient administrative and protocol services for achieving the following results:
10.Proper management of WFP assets, facilities and administrative services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the Country Office’s assets.
11.Compliance with up-to-date government regulation on visas, tax, custom clearance, etc.
12.Compliance with WFP rules and regulations through annual admin self-assessment checklist.
13.Represent WFP to participate in Operations Management Team (OMT) and to update Country Director for agreed new initiatives among UN Agencies including common service budget, etc.
14.Supervise the schedules of drivers, internal coordination and their performance including to ensure day to day vehicle operation to ensure the regular maintenance of the vehicle and update database on FMS system.
15.Close supervision on protocol matters i.e., coordination with State Secretariat Ministry, Ministry of Foreign Affairs on visa and stay permit arrangements and Custom Clearance for export, import and personnel effects, VAT Exemption process with State Secretariat Ministry and Tax Office (BADORA).
16.Focal point for Business Operation Strategy (BOS) for WFP and participate in the regular BOS meeting and update in the system.
17.Focal point for Country Common Premises Initiative and participate in the Country Premises Working Group and regular monitoring and update in UN INFO system when required.
18.Participate in regular meeting of Admin Working Group and update Country Director on government regulations on protocols, Covid-19 quarantine and travel regulations.
19.Ensure annual physical inventory is performed in effective manner and disposal of WFP of assets in compliance with WFP rules and regulations.
20.Act as main focal point for Medevac process related to protocol related matters and required coordination.
21.Ensure that day to day regular admin services are effectively managed for WFP Jakarta office including timely submission of bills for regular admin services.
22.Ensure maintenance of office food emergency stock, first aid kit and office consumables.
23.Perform other duties as required.
Standard Minimum Qualifications
Education: University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration.
Language: National Professional: Fluency (level C) in English language and the duty station’s language, if different.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
- Minimum of 5 years of working experience in administration.
- Has demonstrated a high level of proficiency in WFP administrative operating standards in day-to-day work
- Has provided coaching or training to new staff members within area of expertise.
- Able to demonstrate agility, deep analytical skill, problem solving, versatility with a “can do" attitude.
DEADLINE FOR APPLICATIONS
Deadline for application submission: 26 September 2022
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.
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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.
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.
