Job description
ORGANIZATIONAL CONTEXT
The Administration Service portfolio for WFP operations includes travel services for WFP employees, delivering and maintaining the most fit-for-purpose facilities, managing our pool of assets and providing infrastructure and emergency response capacity through sophisticated engineering services, light fleet management and humanitarian accommodation and with administrative field support teams available in all these areas. We always aim to deliver in line with WFP’s corporate commitment to Cost Excellence and sustainability, measuring and reducing our environmental impact in all that we do.
JOB PURPOSE
Within delegated authority, the Administration Officer will be responsible for providing guidance, oversight, and support for the management of Administration activities. The selected Consultant Administration Officer will be based in Nairobi, Kenya with frequent travel to the field offices and under the direct supervision of the Head of Administration & Finance.
KEY ACCOUNTABILITIES (not all-inclusive)
Contribute to the development of strategic Administration annual plans, related to longer term strategies and improvements to policies, systems and procedures ensuring services provided support WFP strategic objectives and comply with corporate policies, standards, regulations, whilst improving processes and which facilitate efficient and effective administration services;
Manage and/or carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making;
Manage the existing resources in the area of responsibility (e.g. WFP managed facilities, assets, travel management, etc.) and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services;
Utilize, manage, monitor, and analyse data from a variety of systems used for asset and Administration management (Physical Inventory Management, using GEMS mobile, Fleet Management System, Travel Management – using a WINGS-based system, and Facilities Management – using Archibus);
Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy and provide recommendations to the management on any improvements/changes, when required;
Review and revise Administration related Standard Operating Procedures (SOPs) in to ensure compliance and consistency;
Review agreements with suppliers and MoUs with other UN Agencies to ensure alignment;
Promote a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities;
Manage and motivate a multicultural team(s), provide coaching, training and guidance as required to ensure appropriate development and enable high performance, reviewing staff capacity and proposing methods to build capacity;Build productive partnerships with WFP stakeholders, other UN agencies and local government offices;Contribute to preparedness actions such as risk analysis, and contingency planning, monitoring the management of risks and reporting on actions taken;Any other duties as may be assigned, including visits to remote field locations.
OTHER SPECIFIC JOB DELIVERABLE
Development of SOP’s and supporting systems
Improved delivery and compliance of administration related services
Streamlined data analysis, customer service, work-ticketing and reporting systems are established
Development of Facilities Management plans, identifying key issues
Opportunities for increased cost efficiencies and greening of services developed
STANDARD MINIMUM QUALIFICATIONS
Education:
Advanced University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration, or First University degree with additional years of related work experience and/or training/courses.
Experience:
At least 5 years work experience in Administration Management;
Previous international work experience – either with UN organisation or international organization is an asset;
Proven track record of successful customer service approach when responding to counterparts/stakeholders – both internal and external;
Extensive experience with Contract and Asset Management;
Experience managing multi-functional, culturally diverse teams of staff;
Proven experience providing a supportive role leading projects and implementing strategic vision into functional policies
Language:
Excellent written and oral communication skills in English;
Proficiency in a second UN official language to at least intermediate standard is highly regarded.
TERMS AND CONDITIONS
WFP is an equal opportunity employer and does not charge fees from applicants at any stage of the recruitment process. Only short listed applicants will be contacted.
Qualified female candidates are particularly encouraged to apply.
For any queries write to Nairobi.queryhr@wfp.org
