, Admin ,
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.
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief or Administration Officer. At this level job holders typically have independent responsibility for technical, specialised work including planning, organisation, and coordination and setting objectives. They also deal with issues that are often undefined and involve areas of uncertainty and complex inter-relationships. The instructions received are broad and the job holders are expected to consistently demonstrate a high degree of responsibility and initiative to respond independently to queries. Job holders have a level of expertise and knowledge to adapt and develop systems and processes in order to continually improve the level of support provided. Job holders are expected to motivate and develop a team of support staff and/or are responsible for specialised support service(s) where the work is undertaken with the help of specially designed techniques, methods and processes.
To coordinate the delivery of quality, client-focused, value-for-money oriented administration services.
KEY ACCOUNTABILITIES (not all-inclusive)
- Coordinate with all programmes on matters relating to support from counterpart ministries (including follow-up on visas, importation of project assets, et al)
- Coordinate with Embassies in Cameroon for obtaining visas for both local and international staff for the official trip abroad
- Coordinate with government ministries to have the approval for purchasing vehicles for personal use and importation of personal effects
In consultation with the Supervisor and respective units, answer queries from Ministry of Foreign Affairs and counterpart Ministries in a logical and reasonable manner.
Processes and follows up GOC visas and stay permit for international staff and their dependents, temporary visa for consultants, visitors and mission with Government departments and ministries
Processes and follows up of UNLP new/extension for national/international staff
Tracks visa status of international staff and their dependents to ensure timely extension of their stay. Arranges in-country travel permission from the government for international staff on official mission before the commencement of the travel
Support the in-country travel permission from the government for international staff on official mission before the commencement of the travel
Assists the supervisor to develop and maintain all Standard Operating Procedures (SOPs) in visa related matters, UNLP, purchase of office vehicle and importation of personal effects
Supports the organization and delivery of training and learning initiatives for personnel on protocol-related topics.
- Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in protocol.
- Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
Maintains unit’s documentation including records and files, ensuring safekeeping of confidential
Any other duties as may be assigned from time to time.
4Ps CORE ORGANISATIONAL CAPABILITIES
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
- Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience. Internal Controls & Risk Management Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction. Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Specialised Knowledge in Administrative Services Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise. Customer Focus Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.
OTHER SPECIFIC JOB REQUIREMENTS
This section is optional to describe additional responsibilities & knowledge required for the specific job.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
• Has demonstrated a strong understanding of WFP administrative operating standards through day to day work. • Has provided coaching or training to new staff members within area of expertise.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area. Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.
General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.
TERMS AND CONDITIONS
DEADLINE FOR APPLICATIONS
September 30, 2022
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.