Administration Assistant G5
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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 (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: https://www.wfp.org/ and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.
DEADLINE FOR APPLICATIONS
Applications must be submitted by 25th of August at 11:59 PM CET.
ORGANIZATIONAL CONTEXT
The Job holder will report to a Head of GPS center in Budapest, Hungary. At this level the incumbent is expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. The incumbent is able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
The Administration Assistant will support procurement, travel arrangements, meetings/events/workshop organization. The selected candidate will also be expected to provide guidance to junior colleagues. The job holder will support budget allocation & consumption and HR processes. and will be expected to produce organized, accurate work as well as interact with a range of internal and external stakeholders, whilst demonstrating good communication, collaboration and teamwork skills. The Administration Assistant will provide support services to diverse individuals while ensuring discretion and confidentiality.
JOB PURPOSE
The incumbent will be responsible for supporting effective delivery and maintenance of client-focused, value-for- money oriented quality administrative practices.
KEY ACCOUNTABILITIES (not all-inclusive)
- Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
- 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.
- 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.
- Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
- Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
- Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary education (high school diploma) is a minimum requirement. A post-secondary certificate in the related functional area is desirable.
Experience: Minimum of 5 years of relevant work experience
Language: Fluency in both oral and written communication in English language (Level C) and in the duty station’s local language.
Intermediate (level B) knowledge of a second UN language is desirable (Arabic, Chinese, French, Russian, Spanish, and/or Portuguese).
OTHER SPECIFIC JOB REQUIREMENTS
Essential:
- Experience supporting organization of meetings and events (physical and virtual)
- Experience in updating and maintaining internal tracking sheets/databases and reviewing data/information with the aim of ensuring accuracy.
- Experience using corporate systems such as Excel for data entry, data analysis, extracting information, proof reading, documentation, correspondence and report writing/reporting.
- Good communication, teamwork, and attention to details skills/Ability to deal with confidential and sensitive communication and information.
- Working knowledge of the Microsoft Suite of Products (MS Word, MS Excel, and MS PowerPoint).
- Ability to work effectively with others in a multicultural, multi-ethnic environment with sensitivity and respect for diversity and inclusion.
Desirable:
- Experience extracting information, proof reading, documentation, correspondence and report writing.
- Experience interacting with internal and external parties.
- Experience contributing to improvement of business procedures and processes.
- Working knowledge SAP Software, and specifically Travel, Material Management and Asset Management
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
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
- Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
- Has supported in providing ad-hoc guidance to new staff members
TERMS AND CONDITIONS
The selected candidates will be employed on a fixed-term contract, initially for two years with a probationary period of one year.
WFP offers an attractive compensation and benefits package in line with ICSC standards (http://icsc.un.org) including a competitive Salary is exempted from paying national income taxes in Hungary on United Nations emoluments and the UN Salary Scale worldwide Salaries and Allowances (UN) and a salary calculator SalCalcInt (undp.org) for simulation. Please check SalCalcLocal (undp.org) for simulation.
WFP also offers:
- A hybrid working environment, with some remote working options.
- Holidays and leave, including 30 days of annual leaves per year for fixed-term positions.
- Parental leave
- Dependency allowance
- United Nations sponsored medical insurance plan.
- Pension plan
- Access to professional development and learning programs, online learning and learning path
- Access to staff well-being support
- Access to career development support
Please note that this is a local recruitment. Locally-recruited employees must have the right to reside and work full-time without restrictions in the country of assignment for the entire duration of their employment with WFP, failing which WFP reserves the right to withdraw an offer of employment and/or terminate the employment relationship. This right must be obtained independently by the candidate prior to applying to WFP, and WFP may seek proof thereof at any point during the recruitment process and/or subsequent employment with WFP. WFP shall not accept any responsibility or liability to act as a sponsor or to otherwise facilitate the issuance, maintenance, renewal, extension, or conversion of the candidate's residency and/or work "permit" for the purpose of employment with WFP.
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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.
