Administration Officer SC8

11 أكتوبر، 2022

0 5 3 دقائق

الوصف الوظيفي

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:

1. 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 manner

الوصف الوظيفي

المهارات

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"