Special Assistant – P3  

DEADLINE FOR APPLICATIONS

11 August 2024-23:59-GMT+01:00 Central European Time (Rome)

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.

Are you interested in further developing your professional experience while contributing to ending global hunger? Are you passionate about helping those in need? Would you like to join a global organization investing in its people?

If so, an exciting & fulfilling career awaits you!!! Join our diverse and passionate team that works on varied and international projects directly contributing to saving & changing millions of lives around the globe.

ABOUT WFP

The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change.

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.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.
• WFP offers a highly inclusive, diverse, and multicultural working environment. 
• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:  

The Management Services Division (MSD) at HQ is a division comprised of over 200 colleagues across Rome, UAE & India. The HQ division supports WFP’s 20,000 humanitarians and is represented by 4,200 functional focal points present throughout all of WFP’s field office operations. Within WFP, Management Services colleagues play an integral role in keeping WFP operations and programs running smoothly and cost-efficiently, even in the toughest conditions, so the focus can remain on WFP’s core mandate of serving our beneficiaries.  

Our global service portfolio for WFP is focused on the enabling operations and providing duty of care to WFP’s workforce. This includes providing infrastructure and emergency response capacity through sophisticated engineering services, light fleet management, delivering and maintaining the most fit-for-purpose facilities, measuring and reducing our environmental impact, managing our pool of assets, providing travel services for WFP employees, and humanitarian accommodation – with administration field support available in all these areas. All this is delivered in line with WFP’s corporate commitment to Cost Excellence and sustainability leveraging innovative and digital solutions to deliver operational and cost efficiencies while supporting the United Nations reform agenda.  

With the implementation of the Management Services Strategy 2022-2026, the HQ restructure, the repositioning of the function, the shift towards providing a greater level of direct support to the field with enhanced engagement, reporting and digitalization, the upskill and professionalization of staff, a unique skill set is required to ensure coordination/facilitation, strategic implementation, business continuity in the operationalizing of the strategy.    

MSD is in the process of adjusting its structure to better align its operational support capacity with the new arising needs and coordinate the Front Office during this transition by ensuring the delivering of core business tasks. This adjustment includes strengthening the Front Office set-up to ensure optimal engagement, partnerships and business support services to the MSD senior management and the rest of the Division.   

The Special Assistant is part of the MSD Front Office Team, reports directly to the Division Director, works closely with the Division Director, Deputy Director, Chiefs, and Heads of Units, and technically supervises the Division Budget and Programming focal points.  

The focus of this position is to directly support the Director’s office by managing the activities of the Front Office; coordinating the implementation and delivery of the new functional strategy at HQ, RB and field level; supervising the Divisional resources; overseeing the front office staff and assisting in the overall implementation of MSD objectives and programme of work.  

ACCOUNTABILITIES/RESPONSIBILITIES:  

• Provide special assistance to the Divisional Director in in the performance of everyday activities.  
• Perform and execute special assistance duties as assigned by the Divisional Director in various projects, working autonomously and delivering high-quality of work.   
• Draft background documents, notes for the file, and presentations, as well as ensure the timely and qualitative drafting of speeches and speaking notes in collaboration with relevant units as required.  
• Assess implications and make recommendations on corporate policies, MSD’ strategy, and other measures to address issues of concern and advance Division objectives.  
• Contribute to the preparation and monitoring of the work plan for the Front Office through planning, coordination and supervision of daily activities and tasks to ensure support services to the Division are delivered consistently and to the required standards.  
• Maintain effective working relationships with counterparts in other Departments for the purpose of enhancing inter-departmental activities.  
• Liaise and maintain close working relationships with other relevant actors in Country Offices and Regional Bureaux on a regular basis with regard to follow-up on issues, priorities and decisions concerning management.   
• Actively contribute in preparing and coordinating input for various corporate reporting products including but not limited to Annual Performance Report, Corporate Risk Register, Efficiency gains exercise, Assurance Statement and Letter of Representation.   
• Supervise the divisional operational planning, budget and financial management.  
• Supervise the divisional annual Management Plan preparation, coordinate Management Services branches’ budget requirements, and manage divisional financial resources to maximize operational effectiveness.  
• Oversee budget planning and monitoring, including the UN Fleet budget manage special accounts   providing regular budget status reports.   
• Manage and coordinate the cost recovery mechanisms for the whole division, along with related documentation.   
• Handle and troubleshoot emerging complex problems and issues.   
• Ensure compliance with WFP’s corporate policies and procedures in executing special assistant activities.  
• Provide guidance and oversight to Division Budget focal points in developing, monitoring, and managing divisional budgets. Provide coaching and mentoring to support staff for their professional development and performance improvement.  

QUALIFICATIONS & EXPERIENCE REQUIRED:  

Education:  

Advanced University degree in Economics, International Development, Social Sciences or other relevant field, or First University degree with additional years of relevant related work experience or advanced training/courses.    

Experience:  

• At least 5 years of post-graduate professional experience in coordination and advisory positions. Broader experience is required in performance planning and monitoring, project management and support to senior-level management.  
• Experience collaborating across functions, establishing partnerships, and fostering collaboration.  
• Demonstrated experience in budgeting and resource management.  
• Experience in UN emergency operations support, including guidance formulation.  
• Willingness to deploy in support of WFP emergencies is a must.  

Knowledge & Skills:  

• Excellent interpersonal skills and ability to provide sound judgement to maintain productive and respectful working relationships with people at all levels, from varying disciplines, and from diverse backgrounds.  
• Excellent understanding of financial and budgeting principles and the ability to create and manage project budgets effectively.  
• Capability to forecast financial needs, enabling proactive decision-making to ensure good allocation of resources.  
• Ability to work independently, accurately at a fast pace and under tight deadlines with a high degree of personal accountability for completed work products.  
• Ability to think creatively, proactively, strategically and problem-solve with flexibility.   
• Inspires a high level of trust through the exercise of tact, discretion, judgment, and confidentiality.   
• Ability to multitask and manage competing demands effectively and with minimal supervision.   
• Writes and speaks clearly, concisely and effectively for varied purposes and audiences.   
• Coordinates and drives progress in processes involving multiple stakeholders and fosters inter-divisional, inter-departmental, and inter-divisional cooperation.   
• Ability to use Excel and produce budget and financial analysis.  
• Proficiency in the Microsoft Office suite.  

Languages:  

Fluency (level C) in English language. Knowledge of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese, will be an advantage.   

Working Arrangements  

Rome-based and eligible for occasional telecommuting as defined in the WFP Human Resources Manual Chapter V Sections 7.8  

TERMS AND CONDITIONS

This is an International Professional position and is open to all nationalities.
Limited Fixed-Term Appointment (LFT) position is a non-mobile staff appointment in the international professional category for a limited period for up to 4 years. The position is based in Rome, Italy and the selected candidate will be expected to relocate. Incumbents of LFT positions are not eligible to apply for mobile positions advertised internally through the Reassignment.
WFP offers an attractive compensation and benefits package in line with ICSC standards (http://icsc.un.org) including basic salary, post adjustment, relocation entitlement, visa, travel and shipment allowances, 30 days’ annual leave, home leave, an education grant for dependent children, a pension plan, and medical insurance.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at [email protected]. Our DEI team is here to ensure your full participation in our recruitment process.

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).
• Once your profile is completed, please apply, and submit your application.
• Please make sure you upload your professional CV in the English language
• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter
• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time
• Please contact us at [email protected] in case you face any challenges with submitting your application
• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.

This is how cinfo can support you in the application process for this specific position: 

• Application preparation: Before you apply for this position: Improve your application documents by registering for a Job Application Support. Our coaches are here to help tailor your application to the requirements of the job (service provided at your own cost). 

• Interview preparation: When invited to the interview: Prepare for the interview by registering for a Job Application Support. 

• Additional services for  Swiss nationals who get invited to  the selection process (written test, interview, assessment centre, etc.): 

  • Let us know by writing to [email protected]. We flag matching applications to HR partners and SDC/SECO for visibility. 

  • Benefit from free interview/assessment preparation by registering here: Interview and Assessment Centre Preparation for Jobs in Multilateral Organisations. Our coaches stand ready to help prepare for upcoming interview/assessment centre.​