Administration Associate (Fleet Manager), Fixed Term-G6, based in Addis Ababa
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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, physical or mental disability.
TERMS AND CONDITIONS
JOB TITLE: Administration Associate (Fleet Manager)
TYPE OF CONTRACT: Fixed Term G6
UNIT/DIVISION: Administration Unit
DUTY STATION (City, Country): Addis Ababa, Ethiopia
DURATION: One year with a possibility of extensions
REPORTING LINE: Admin Officer, or the designate
ABOUT WFP
Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships, and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid, and special operations.
WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change, and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.
ORGANIZATIONAL CONTEXT
This job is found in Addis Ababa, Country Offices. The job holders typically report to an Admin Officer or the designate.
At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided. Job holders are expected to manage resources and coach and coordinate a team of support staff.
JOB PURPOSE
To coordinate and provide high quality, client-focused and value-for-money oriented administration services.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
2. Responsible for provision of services such as facilities management, travel, protocol, and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
3. Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
4. Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
5. Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administrative services in the area of responsibility.
6. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
7. Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, procedures, and performance plans.
8. Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
9. Supervise and guide fleet team in executing fleet management tasks: including vehicle requisitioning, maintenance, and distribution; management of fuel coupons and bulk fuel in all WFP sub-offices in Ethiopia, management and tasking of drivers (WFP staff and outsourced), management of FMS entries and reporting data, vehicle maintenance, contracting related to fleet management.
10. Perform other duties as required.
STANDARD MINIMUM QUALIFICATIONS
Education: Secondary education or a Bachelor’s degree in Business Administration, Management, Transport Management, or another relevant field. A Master’s degree or higher in related field is an added advantage.
Experience: Six or more years of progressively responsible support work experience in general administrative work, or other related fields.
Knowledge & Skills:
- Knowledge of specialized Administrative work practices and methods, gained through relevant technical training and experience.
- Good communication skills and a good understanding of Admin principles and their application in order to respond to and resolve a range of Fleet-related queries.
- Ability to conduct basic analyses in order to generate periodic reports and make recommendations for further actions.
- Ability to build relationships with a variety of individuals across functions and outside WFP in order to effectively contribute to the functioning of the unit.
- Experience in supervising and coordinating tasks of subordinates to be able to train and supervise junior staff members within the functional unit.
- Ability to work with minimum supervision and use initiative to perform administrative tasks within broad WFP guidelines and standards.
Language: Fluency in both oral and written communication in English and Amharic. Knowledge of other local languages is an added advantage.
DEADLINE FOR APPLICATIONS
20 July 2023
Qualified Female Candidates and Persons with Disability are highly encouraged to apply!
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexualharassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’sstandards of conduct and will therefore undergo rigorous background verification internally or through thirdparties. Selected candidates will also be required to provide additional information as part of the verificationexercise. Misrepresentation of information provided during the recruitment process may lead to disqualificationor termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Anyrequests for payment should be refused and reported to local law enforcement authorities for appropriateaction.
