Administration Assistant – Fixed Term G5 – Pemba, Cabo Delgado
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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
WFP does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, offer, training, or any other fees). Offers of WFP employment or job openings with requests for payment of fees are fraudulent. WFP does not concern itself with information on bank accounts. Any requests for such payment or information should be refused and reported to local law enforcement authorities for appropriate action and to WFP for its information.
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.
BACKGROUND AND JOB PURPOSE
The incumbent is expected to take responsibility for the completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. S/he would work under minimum supervision, perform basic analyses, and compile reports to support information consistency and effective delivery of Administrative Services. S/he should be able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
Based in Pemba Field Office, under the general supervision of the Admin/Finance Officer the incumbent reports to the Administrative Associate, to support the effective delivery and maintenance of client-focused, value-for-money-oriented quality administrative practices.
STANDARD MINIMUM QUALIFICATIONS
Education: University degree in Business/Public Administration, Environmental Studies, or other relevant field relating to office management and administration related to environmental management.
Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience: At least 5 (five) years of relevant work experience in the area of environmental sustainability or related area
Language: Fluency in both oral and written communication in Portuguese and English Language
KEY ACCOUNTABILITIES (not all-inclusive)
1. Check the provision of a range of services, including travel, protocol related, maintaining information, facilities management to contribute to the provision of a safe and comfortable working environment.
2. Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
3. Contribute to improvement of business procedures and processes.
4. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
5. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
6. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
7. Provide inputs to routine methods and practices in your own area of work, to support the continuous improvement of services provided.
8. Review supporting documentation, verify claims for action and conformance with administrative rules and regulations, and liaise with other offices as appropriate.
9. Make computations, calculations, and estimates and prepare basic reports or assist in the preparation of periodic reports including forms, tables, charts, and others.
10. Respond to queries related to travel and protocol from a variety of sources by providing available information and provide advice and guidance on rules and regulations related to the area of work or direct to the most appropriate source.
11. Draft correspondence relating to the area of responsibility.
12. Support management in arranging meetings such as workshops and seminars.
13. Make travel arrangements in line with administrative rules and procedures.
14. Set up, classify, and maintain files.
15. Initiate and modify automated transactions.
16. Perform other related duties, as required.
WFP LEADERSHIP FRAMEWORK – OUR BEHAVIOUR MATTERS
- Leads by Example with Integrity
Lives WFP values and shows humanity and integrity by role modelling care for others.
- Drives Results and Delivers on Commitments
Delivers on commitments and adapts readily to change.
- Fosters Inclusive and Collaborative Teamwork
Is inclusive and collaborative, and contributes to a culture of learning and personal growth.
- Applies Strategic Thinking
Demonstrates commitment to gather perspectives, analyse options and risks, and propose new ways of doing things.
- Builds and Maintains Sustainable Partnerships
Builds and nurtures external partnerships & collaborates with partners to deliver common objectives.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Business Support Services & Reporting | Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. |
| Internal Controls & Risk Management | Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. |
| 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 | Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. |
| Customer Focus | Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved. |
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
• Two years of progressively responsible support work experience in general administrative work, including experience in the field of accounting, office management, administrative services, or another related field.
• Formal training in administration. Knowledge of WFP administrative manuals in the area of finance, budget, transport, procurement, or travel; General knowledge of UN system administrative policies, rules, regulations, and procedures in the area of administration.
• Good interpersonal skills, sound judgment, and ability to extract, interpret, analyze, and resolve operational problems.
• Good knowledge and experience in utilizing computers, including word processing, spreadsheet, and other WFP standard software packages and systems.
• Ability to work with minimum supervision, strong troubleshooting, and communication skills.
• Ability to work hard and effectively in emergency situations and under pressure; strong organizational skills to keep and implement several tasks as per identified priorities.
TERMS AND CONDITIONS
Type of contract: Fixed-Term Level 5
Duty Station: Pemba, Cabo Delgado
Duration: 12 months (renewable)
This position is open to Mozambican Nationals Only.
Female-qualified candidates are highly encouraged to apply.
DEADLINE FOR APPLICATIONS
Only shortlisted Candidates will be contacted
Deadline: 17th May 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.
