Administration Associate

JOB PURPOSE

The Business Support Associate (Administration) position will be based in the Support Services Unit and reports to the Finance & Administration Officer. The incumbent will assist the administration team in providing a range of services to include facility management, light vehicle management, asset management, micro-procurement, travel, and any other related duties as required to deliver standard business support processes in the area of responsibility to facilitate effective service delivery.

KEY ACCOUNTABILITIES

• 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.
• 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.
• 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.
• 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.
• Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.
• Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
• 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, and procedures, and performance plan.
• 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.

STANDARD MINIMUM QUALIFICATIONS

EDUCATION

• Completion of secondary school education. A post-secondary certificate and/or first level university degree in Business Administration, Public Administration, or other related fields is desirable.

WORK EXPERIENCE 

• Six or more years of progressively responsible work experience in the Administration, Procurement, Travel and/or other related fields.
• Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day-to-day work.
• Has provided ad-hoc guidance to new staff member.
• Prior work experience in providing similar support to programmes and projects within the United Nations and/or an International Organization is desirable.

KEY COMPETENCIES

• Support seamless administrative operations and address issues promptly.
• Evaluate needs efficiently for cost-effective solutions.
• Produce accurate data and reports to support decision-making.
• Proficient in use of office equipment and computer software packages such as Microsoft Office Suite.
• General knowledge of WFP programs will be an advantage.

LANGUAGE

• Proficiency in both oral and written English.

Source: https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=833031