Administration Officer (Digitalization of Internal Controls)

JOB TITLE:	Administration Officer (Digitalization of Internal Controls)
TYPE OF CONTRACT:	CST Level I
UNIT/DIVISION:	MSD Field Support, MSDS
DUTY STATION (City, Country):	Home Based
DURATION:	11-months (starting January 2023)

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

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 United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operating in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger.
At WFP, people are at the heart of everything we do, and the vision of the future WFP workforce is one of diverse, committed, skilled, and high-performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.
To learn more about WFP, visit our website: UN World Food Programme (WFP) and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

ABOUT THE MANAGEMENT SERVICES

You will be joining a community of over 4,000 team members, worldwide – ranging from facility managers, engineers, and environmental officers to drivers and maintenance workers, managing critical Management Services (Administration and Engineering) that WFP’s humanitarian operations cannot run without. Management Services (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 – Management Services is there!

The responsibilities of our Management Services 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.

PURPOSE OF THE ASSIGNMENT

The Management Services 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.

The Field Support and Staffing branch (MSDS) of the Management Services Division (MSD) is responsible for coordinating field support to ensure duty of care and service delivery are available, at the onset of emergencies in WFP’s Regional Bureau and Country offices and to promote and support the effective coordination of Administration transformation initiatives and projects through engagement with regional bureaus, Country Offices and other functions. MSDS is also responsible to ensure that Internal controls and related tools are well established within Management Service to achieve its strategic objectives, produce reliable financial and performance information, and comply with relevant regulations. The position is home-based and is to be agreed upon with the incumbent.

ACCOUNTABILITIES/RESPONSIBILITIES:

Under the overall supervision of the Chief, MSDS, the direct supervision of the MSDS Administration Officer for field support, and in close collaboration with field Administration Officers at Regional and Country levels, the incumbent’s responsibilities will include coordination with MSDD on digitalizing internal control and oversight tools and processes in a continued effort to streamline the field support activities.

As an MSDS digitalization consultant, you will be responsible for the following key duties:

• Act as key technical resource person for the digitalization efforts of Management Services oversight checklists, internal controls, and compliance review processes.
• Support MSDS business needs assessment for global and adapted digital solutions and propose prioritization plans.
• Contribute to the piloting of the digitalization of the internal control and oversight checklist, a global dashboard for the MS function, and reporting tools by performing the coordination role with MSDD with emphasis on compliance with the corporate policies and procedures.
• Support in piloting and testing the newly developed digital tools at filed level and recommend required adjustments/changes to ensure services are aligned with evolving business needs and objectives
• Support and facilitate the collection and analysis of data needs for the branch in coordination with the Regional Bureau, Country Offices and other MS branches based on cross functional engagement
• Contribute to the strengthening of Internal Controls in Administration services through the development of guidelines and training materials, related tools and systems and their dissemination
• Contribute to the design and delivery of trainings, workshops, regular interaction, etc. for efficient and effective performance monitoring
• Strengthen the capacity of WFP Administration staff through the delivery of training, workshops, daily interaction, etc. on digital tools developed

• Monitor, compile and disseminate a compendium of best practices
• Managing and/or carrying out complex data analysis to provide management and clients with accurate information and reports for efficient planning and decision-making.
• Other as required, including field trips where needed to support the piloting of digital solutions for internal controls and performance monitoring.

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:	Advanced University degree in Business/Public Administration, Information Technology, Engineering, or other relevant fields related to facilities and office management or First University degree with additional years of relevant professional level work experience.
Experience:	At least 3 years of postgraduate, progressively responsible professional level work experience managing internal control or oversight missions in the operational support services or similar (i.e., Accommodation, Assets (equipment), Contracts, Engineering, Facilities, Fleet, Internal Controls, Protocol, and Privileges, and Travel, among others) International field experience or professional experience working within international organizations or companies (such as the United Nations, NGOs, multi-national companies, etc.) Proven experience in monitoring, assessing, and recommending effective internal controls and mitigation actions. Proficiency in MS Office, as well as proven ability to use and manage integrated business management systems, such as SAP or other similar systems, to extract data and contribute to effective, informed decision-making. Proven ability to collaborate effectively with multiple stakeholders. Experience in managing, supervising, and coaching staff is a plus
Knowledge & Skills:	Professional experience in WFP Administration Internal control and oversight 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 Proven experience in project management, ability to root cause and solve problems, estimate time, cost, and resource requirements, and organize resources to implement solutions. You may have experience developing, implementing, and leveraging the use of ticketing systems or case management systems. Experience in global shared service centers and/or helpdesks. Familiarity with procurement processes. Contributed and supported in leading projects and input into functional policies. Experience with Business Operations Strategies. Ability to react quickly and adapt to changing priorities, guiding large, complex teams in making risk-informed decisions
Languages:	Fluency (level C) in both English and French 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).

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