Administration Assistant, G5, (Multiple Duty Stations)

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WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis.

We are committed to promoting diversity and the principle of equal employment opportunity for all our employees. We encourage qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity, and disability.

ABOUT WFP

The United Nations World Food Programme (WFP) is the world’s largest humanitarian agency fighting hunger worldwide and working in 123 countries and territories. WFP is well known for its ability to deliver food assistance rapidly to people in need. To respond effectively in the challenging contexts in which WFP operates, staff require sound knowledge of the fundamentals of emergency and transition programming, as well as skills in specialized areas. WFP was the recipient of the 2020 Nobel Peace Prize awarded for its efforts to combat hunger, for its contribution to bettering conditions for peace in conflict-affected areas and for acting as a driving force in efforts to prevent the use of hunger as a weapon of war.

The World Food Programme’s engagement in the Philippines is constantly evolving. Initially commencing operations in the 1960s, WFP officially re-established its presence in 2006 to support the peace process in Mindanao, to provide life-saving food assistance in emergencies and to develop programmes to improve nutrition and the overall quality of life of people vulnerable to food insecurity. Since 1 March 2024, WFP has been implementing the 2024-2028 Country Strategic Plan (CSP) to support the Government of the Philippines in i) addressing food insecurity, ii) reducing malnutrition and iii) strengthening the resilience of vulnerable populations. In the CSP, WFP identified three outcomes and five main activities:

• Strategic outcome 1: By 2028, communities exposed to shocks and stressors in the Philippines are better able to meet food, nutrition and other essential needs with inclusive and equitable emergency preparedness and response capacity at the national and local levels.
• Strategic outcome 2: By 2028, communities vulnerable to food and nutrition insecurity in the Philippines are more resilient and can better manage risks affecting human capital gains and food systems, inclusively and equitably.
• Strategic outcome 3: The Government and partners in the Philippines access WFP services that augment their interventions, upon request.

JOB DETAILS

Job Title:                           Administration Assistant      
Grade:                               GS-5
Type of contract:              Fixed Term Appointment                
Duration:                           12 months with possible extension 
Duty Station:                     Multiple Duty Stations (Manila, Cotabato, Legaspi, Tuguegarao, Surigao)
Vacancy Number:             832467
Date of Publication:          11 April 2024
Deadline of Application:   25 April 2024 (11:59 PM) 
Remuneration:                  Approximately Php 66,000.00 per month

This vacancy announcement is for Nationals from CO (Philippines).

WFP offers a competitive salary package, pension benefits, and a comprehensive medical insurance which can be extended to eligible dependents.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money-oriented quality of management services, the operational arm of enabling and support services for maintaining the full range of administration services on emergency response, environmental sustainability, asset management, light fleet management, occupational safety and health, facilities, protocol, travel management and UN mobility.

ORGANIZATIONAL CONTEXT

The Administration Assistant will report to the Finance and Administration Officer with overall guidance from the Head of the Resource Management Unit.

At this level, the job holder is expected to take responsibility for the completion of a range of business support activities requiring some interpretation of standard guidelines/practices. The job holder is able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues.

KEY ACCOUNTABILITIES (not all-inclusive)

1. 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. 
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. 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.
4. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources. 
5. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
6. 6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
7. Perform other related tasks and responsibilities as may be assigned by the supervisor.

STANDARD MINIMUM QUALIFICATIONS

Education:

• Completion of secondary school education. A post-secondary certificate or bachelor’s degree in the related functional area is desirable.

Experience:

• Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge and Skills:

• Knowledge of specialized common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Ability to monitor and record travel transactions.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality.

Language:

• Fluency in in English and Filipino, both oral and written communication

WFP LEADERSHIP STANDARDS

All WFP Employees are expected to demonstrate the competencies and standards of behaviour aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely: 
•    Leading by example with integrity, 
•    Driving results and delivering on commitments, 
•    Fostering inclusive and collaborative teamwork, 
•    Applying strategic thinking, 
•    Building and maintaining sustainable partnerships.
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HOW TO APPLY

To be considered, interested candidates are invited to apply via https://www.wfp.org/careers/job-openings. Only short-listed candidates will be contacted.

Request for Disability-related Reasonable Accommodations
It is essential for WFP to create an accessible and inclusive workplace for everyone. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and hiring process, please direct your request and inquiries to the Diversity and Inclusion team through global.inclusion@wfp.org.

A member of the reasonable accommodation team will contact you to confidentially discuss your needs.

The above emails are only to be used for any disability-related accessibility requirements and not for sending the application itself. Due to the volume of applications, any applications or CVs sent through this email address will not be considered formal applications and will not receive a reply from 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.