Job Title: Administration Officer P4
Organisation: United Nations World Food Programme
Location: Ndjamena, Chad
Closing Date: 5 August 2020
Salary: Not Stated
Contract Type: Fixed Term
Working Pattern: Not Stated
Sponsors international candidates? Not Stated
You will be joining a community of over 3,000 team members, worldwide – ranging in profiles from Architects and Engineers to Drivers and Maintenance Workers. The Administration functional area prides itself on providing quality customer service while ensuring that WFP operations reach our beneficiaries, smoothly, even in the toughest conditions.
The responsibilities of our Administration professionals include managing travel, accommodation, and protocol support; delivering and maintaining fit-for-purpose facilities; managing WFP’s pool of assets including light & armoured vehicles; and providing guidance on oversight, internal controls, and anti-fraud management.
Role and Responsibilities
Manage and oversee all administrative functions for WFP Chad including engineering (construction and maintenance), light fleet, facilities, protocol, travel, and assets for the Chad Country Office.
Lead the implementation of WFP Guest house corporate management for the 12 guest houses. When necessary, ensure via project management, rehabilitation, and repairs of the Guesthouse.
Oversee the management of WFP assets for all Chad Country Office by developing ad refining the existing process as well by reinforcing the implementation of WFP corporates policy and system in asset management.
Lead the development and implementation of WFP corporate and complex regional/country plans, including innovative administrative processes, aligned with regional and wider WFP strategies and policies to ensure efficient and effective administration services.
Develop annual plans, contribute to longer-term strategies and lead improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes; providing technical support and leadership to the development and management of administrative functions across WFP’s Country Office, Area Office, and Sub Offices
Lead the preparation of complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
Develop robust reporting and data dashboards to monitor administrative activities.
Develop and refine management systems to support the administrative functions.
Ensure robust oversight and anti-fraud management
Oversee the existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and estimate new requirements aiming at efficiency, cost effectiveness and timeliness of operations and services.
Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy and provide solid recommendations to the senior management on a wide range of improvements/changes.
Lead and promote a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
Lead and motivate large multicultural teams, provide coaching, training and guidance as required to ensure appropriate development and enable high performance.
Support the development and training of staff in administrative processes.
Identify, and build productive partnerships with WFP stakeholders, other UN agencies and local government offices.
Build and strengthen the capacity of WFP staff and partners, providing expert design and delivery of trainings, workshops, daily interaction, etc. for efficient and effective delivery of food assistance to beneficiaries.
Take responsibility for incorporating gender perspectives in all areas of work, to ensure equal participation of women and men.
Lead on preparedness actions, providing technical recommendations and guidance and monitoring the management of risks to enable WFP to quickly respond at the onset of the crisis.
Other as required.
Experience and Qualifications
Education: Advanced University degree in Business Administration, Business Management, Public Administration or other related fields related to facilities and organization administration, or First University degree with additional years of related work experience and/or training/courses.
A minimum of 8 years of professional relevant experience with increasing levels of responsibility and out of which 2 years of international experience.
Proven experience in administration and cross-functional working knowledge.
Proven experience in leading multiple projects and providing substantial strategic input into function policies.
Proven experience in providing high-quality customer service in complex environments.
Knowledge of public procurement procedures; international contract formats and asset management procedures.
Proven experience in managing, developing and coaching multi-disciplinary teams, in an international environment.
Proven experience in working with multiple stakeholders.
Proficiency in MS Office, as well as proven ability to use and manage integrated business management systems, such as SAP or other similar systems, in order to extract data and contribute to effective, informed decision-making.
Well organized and detail oriented with strong judgement/decision-making skills.
Excellent communication skills to develop and maintain working relations with persons in different units and geographical locations.
Ability to plan and organize work and communicate effectively.
Ability to manage the delivery of outputs by agreed deadlines, sometimes at very short notice.
Familiarity with UN system policies, rules, regulations, and procedures governing administration is a strong asset.
Fluency (level C) in English language - written, spoken and oral comprehension.
Fluency (level C) in French language - written, spoken and oral comprehension.
Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese
Full job details and application portal here.
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