Administration Consultant (Facility Manager) Level I

VACANCY ANNOUNCEMENT NUMBER: 184198

POSITION TITLE: ADMINSITRATION OFFICER (FACILITY MANAGER)

CONTRACT TYPE: CONSLUTANCY LEVEL I

DURATION: 11 MONTHS

DUTY STATION: JIJIGA, ETHIOPIA

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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.

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.

STANDARD MINIMUM QUALIFICATIONS

Education: Advanced University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration, or First University degree with additional years of related work experience and/or training/courses experience:
Language: International Professional: Fluency (level C) in English language.

ORGANIZATIONAL CONTEXT

This is a new position which is core to the management of assets in the Area Office. The position should have been identified, staff recruited and filled immediately the Area Office was created, but by then the assets were limited. From 2010 to date, WFP physical assets have increased more than five-fold which include, Jijiga old Guest house, Jijiga new guest house, Jijiga new warehouse, Kabridahar new office, Kabridahar guest house, Gode guest house, Gode new warehouse, Dolo Ado office and guest house, and the mega new Jijiga Area Office. These facilities need effective planning, organization, and leadership to ensure functionality, comfort, safety, and efficiency in provision of the services they are meant for.

JOB PURPOSE

To contribute to daily planning and 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)

• Within delegated authority, the facility manager will be responsible for providing guidance, oversight, and support for the management of facility operations
• Manages and/or carry out data analysis related to facilities management to provide management and clients with the accurate information and reports for efficient planning and decision-making,
• Provides informed assistance to the Head of Finance and Administration related to facilities management,
• Ensures regular maintenance of buildings and building systems (electrical, plumbing, air conditioning etc.) including the identification of problems and discussions with appropriate and specialized contractors,
• Supervises the catering services and develops different menus in agreement with the residents of the compound,
• Maintains high quality hygiene standards in the kitchen, food stores, and common guest house areas; and where required, coordinate and liaise with the guest house users on the purchase of food items required,
• Conduct on-site inspections of relevant facilities (office, warehouses, and guest houses) and provide guidance and recommendations for routine and emergency technical issues,
• Ensure all facilities are compliant with WFP Health and Safety standards, including Fire and Industrial Safety,
• Manages and oversees that works completed by contractors (cleaning, catering etc.) are performed promptly and according to existing contracts and results expected,
• Develops and implements standardized procedures for preventive and routine maintenance of all facilities equipment and fittings,
• Supervises the contracted staff involved in facilities management, identifying necessary training requirements and provides training and technical guidance accordingly;

Key Accountabilities Continued

• Assists in allocation and management of facilities space to achieve maximum efficiency, coordinates intra-office moves in agreement with the Head of Administration,
• Assists the Head of Administration in identifying areas requiring facility refurbishment and renovations as required and aligns these needs to the corporate Occupational Safety and Health Policy,
• Manages the existing resources in the WFP managed facilities and provide informed estimates on new requirements aiming at efficiency, cost effectiveness, and timeliness of operations and services,
• Identify and implement environmentally sustainable solutions where possible;
• Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices, particularly when involved in UN Common Premise initiatives,
• Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy needed resources to affected areas at the onset of the crisis,
• Perform any other duties as required.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
• Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
• Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
• Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People

• Look for ways to strengthen people's skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
• Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
• Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
• Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance

• Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
• Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
• Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
• Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership

• Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
• Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
• Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
• Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

FUNCTIONAL CAPABILITIES

Capability Name	Description of the behaviour expected for the proficiency level
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 for Administration and Engineering	Demonstrates in-depth knowledge of internal controls and proper accounting procedures and systems to recommend improvements where necessary to address current weaknesses, mitigate risks to mission-critical WFP operations and maximise client satisfaction.
Resource Management for Administration and Engineering	Oversees staffing for HQ and Field resources at the programme level, taking resource usage trends and forecasting data into account.
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

At least 5 years work experience in Administration Management;

• At least 3-years of professional experience related to complex facilities management experience,

• Previous international work experience – either with UN organization or international organization is an asset.

TERMS AND CONDITIONS

DEADLINE FOR APPLICATIONS

23 JANUARY 2023

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.

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