Readvertised Administration Officer SC8 Mersin-Gaziantep
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WFP seeks candidates of the highest integrity and Professionalism who share our humanitarian principles. Selection of staff made on a competitive basis, and we are committed to promoting diversity and gender balance. Female and qualified applicants encouraged to apply
ABOUT WFP
The United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change.
The mission of WFP is to help the world achieve Zero Hunger in our lifetime. 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.
In Syria, WFP provides food assistance to more than 4.6 million people each month. This includes families who require emergency assistance when affected by conflict and displacement and also those who need help to improve their nutrition and food security. WFP supports children across Syria with healthy meals and snacks at school, mothers with nutritious diets, and families and communities with sustainable livelihood projects.
ORGANIZATIONAL CONTEXT
The Administration Officer is expected to work with the Head of Administration Unit, and in collaboration with the other units of WFP to provide sound leadership, coordination, support and guidance to the Admin staff in NWS offices/locations. The position is based in Mersin – Gaziantep (This position will be based in Mersin or Gaziantep. Candidates interested in the role will need to be interested in working in either Mersin or Gaziantep), WFP Syria Corridor Office and will fall under the direct supervision of the HoFO with technical support to/from WFP Syria Head of Administration.
JOB PURPOSE
To oversee administrative tasks and procedures for NWS operation including all three offices in Gaziantep, Mersin and Reyhanli. Analyse any capacity gaps and need for streghtening, through staff training and skills development. The role requires contributing to daily planning and delivery of quality, customer-focused, value for money adminsttrative services that support NWS operation. Implement the Admin related topics of the MOU and annex between WFP Turkey and WFP Syria, and act as custodian of those as well as on MOU on shared UN premises. Adhere to WFP’s regulations on delegation of authority, signing procedures, various management functions such as the event management, missions, trips, the fleet (including vehicles, transportation and drivers), and any NFI through the corporate systems.
KEY ACCOUNTABILITIES (not all-inclusive)
Within delegated authority, the Administration Officer will be responsible for the following duties:
Accountabilities/Responsibilites:
A) Contribute to and implement WFP Syria Corridor office operations, including administrative processes and tasks following up on procedures for NWS operation including three offices of Gaziantep, Mersin and Reyhanli.
B) Contribute to the preparation of the unit work plan and support the development and implementation of longer-term strategies and improvements to policies, systems and procedures. Develop new or initiate revision of existing internal standard operating procedures as required and in alignment with the policies of Turkey as WFP and a Country.
C) Oversee that the management of the existing light vehicle Fleet team is sound, conduct oversight and investigate any new requirements aiming at efficiency, cost-effectiveness and timeliness of operation and services. Manage drivers and Fleet Management system using corporate systems and guidelines.
D) Carry out efficient oversite of the Assets management, in liaison with the Asset Focal Point in WFP Syria Country Office, ensuring WFP rules and regulations are adhered to and ensure all reports are compiled in a timely manner and under control of WFP properties. Supervise the Annual Physical Inventory Count, as well as all the activities related to asset management, including resource requirement verification in the area of Asset Management. E) Manage NFIs and tracking of them.
F) Oversee the management of existing Travel Management and processes and estimate new requirements aiming at efficiency, cot-effectiveness and timeliness of operations and service using “WeTravel”.
G) Contribute to the processing of MSLS process and payments in effective and timeliness way.
H) Manage Petty Cash for NWS offices.
I) Implement Admin tasks as per approved signed MOU between WFP Turkey and WFP Syria.
J) Successful delivery of a customer-oriented service to support WFP staff. Coordinate and plan quarterly customer service surveys to ensure that the efficiency and effectiveness of the Administration services are up to standard.
K) Supervise the administrative staff under direct supervision and assign work to them, Support and motivate the employees, prepare sound and effective plan of work with clear timeline goals. Guide, supervise and provide training and guidance to supervisees in interpretation of administrative procedures, polices, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients. Support a self-development culture.
L) Demonstrate excellent communication, coordination and interpersonal skills when liaising with internal and external parties, WFP Syria Country Office and Turkey Country Office. Build and maintain the partnership with WFP stakeholders, other UN agencies working on joint goals.
M) Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, including revision of contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed, ensuring efficient follow up and reporting.
N) Ensure all events/meetings/training/workshops are handled properly in alignment to WFP policy and clear set standard Operational Procedures.
O) Ensure all Administration and documentation requirements are initiated and completed in a timely and professional manner2
Performance Indicators
1. Demonstrate excellent communication and interpersonal skills when liaising with internal and external clients.
2. Participate in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
3. Ensure that all administration and documentation requirements are initiated and completed in a professional and timely manner.
4. Ensure that assigned tasks are performed accurately and within established time frames.
5. Demonstrate the ability to lead a team.
STANDARD MINIMUM QUALIFICATIONS
QUALIFICATIONS & EXPERIENCE REQUIRED:
Education: Master’s degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration, or First University degree with additional years of relevant work experience and/or training/courses.
Experience: With an Advanced University Degree: At least 3 years of responsible post graduate professional experience in administration. With a First University Degree: At least 3 further years of responsible professional experience in administration.
Language: Fluency (level C) in English language, fluency in Turkish. Intermediate knowledge of second official language may be an added advantage for future careers prospectives.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
• Has gained experience in administration with a leading role.
• Has supervised and provided direction to more junior staff within area of expertise
• International exposure or working with an International company or organization an added value
Essential: Strong interpersonal relations skills and ability to work in a multicultural environment respecting diversity and acting as a role model, contributing to a respectful and conducive work place environment and observance of WFP values: ”Integrity, Collaboration, Commitment, Humanity and Inclusion".
CONTRACT TYPE AND DURATION
Eligibility: Turkish nationals or those holding a valid Turkish residency permit.
Type of Contract: Service Contract (SC8)
Contract Duration: 12 Months
Duty Station: Mersin – Gaziantep, Turkey
Number of employees required: 1
This section is optional to describe additional responsibilities & knowledge required for the specific job.
TERMS AND CONDITIONS
- Only candidates who are short-listed will be contacted and will be invited to the next stage of the selection process.
- Applications and CV in PDF format must be submitted online with:
- English language only
- Indicate exact Positions Title
- All your job responsibilities, experience (start and end date of employment for each position: From (dd/mm/yyyy) to (dd/mm/yyyy)
- Company/Organization name and scope of work of the organization
- Contract type: part-time, full-time, volunteer, or freelancer
- Proof of your experience will be required in the final stage of recruitment.
- Candidates must get an auto confirmation email once application is submitted.
- By submitting your application, you have read the Terms of Reference for this position and agree that any false, wrong, or incomplete information might lead to your disqualification in this recruitment process.
DEADLINE FOR APPLICATIONS
All applications should be received no later than Monday, 3rd April 2023.
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WFP never uses external recruitment agencies and recruitment is always free of charge. WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. The selection of staff is made on a competitive basis and we are committed to promoting diversity and gender balance. Only applicants whose profiles meet the advertised job requirements will be considered and only within the announced deadline.
لا يقوم برنامج الأغذية العالمي بالاستعانة ابداً بأشخاص او بوكالات خارجية في التوظيف، علماً بان عملية التوظيف دائماً مجانية. يبحث برنامج الأغذية العالمي عن مرشحين من أعلى درجات النزاهة والكفاءة المهنية والذين يتقاسمون مبادئنا الإنسانية.
يتم اختيار الموظفين على أساس تنافسي ونحن ملتزمون بتعزيز التنوع والتوازن بين الجنسين. سيتم النظر فقط للمتقدمين الذين تفي ملفاتهم الشخصية بمتطلبات الوظيفة المعلن عنها، وفقط خلال الموعد النهائي المعلن
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.
