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.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
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.
These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.
At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.
KEY ACCOUNTABILITIES (not all-inclusive)
Reviews the We Travel inbox daily and certifies the travel requests timely. Coordinates with the travelers, the Travel Approving Officer (TAO), and the travel agency to finalize the Travel Requests as expeditiously as possible. Coordinates with the Finance Officer to resolve the funding issues. Ensures the Daily Subsistence Allowance (DSA) and Terminal Expense are correctly established in line with the WFP Travel policies. Reviews submissions, provides guidance and drafts correspondence for the Adhoc Daily DSA and submits the requests to the approving officer for timely approval before the travel commences. Reviews submissions for the Exception to Standards of Accommodation for Air Travel for accuracy and compliance with the WFP Travel policy, and submits the quarterly and annual reports whenever necessary. Ensures the cost assignment is correctly input. Ensures the financial authorization for payment of DSA or local travel agency in the field offices are properly processed. Ensures amendments are processed expeditiously Ensures cancellations are approved timely by the TAO to return the funds back to WFP accounts. Monitors the outstanding Travel Requests through the We Travel reports and sends reminders to parties responsible for action. Provide guidance to the Offices planning the group/event travel activities efficiently and provides reports on these travels upon completion. Processes air tickets for approved staff within and outside the country in accordance with WFP travel policies and procedures. Any other duties as may be assigned from time to time.
4Ps CORE ORGANISATIONAL CAPABILITIES
Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives. Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor. Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates. Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities. Create an inclusive culture: Seeks opportunities to work with people from different backgrounds. Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work. Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues. Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency. Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments. Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor. Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals. Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives. Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
FUNCTIONAL CAPABILITIES Capability Name Description of the behavior expected for the proficiency level Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Specialized Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.
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 an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work Has supported in providing ad-hoc guidance to new staff members