WFP recruits 01 Administration Associate (Facilities Management)
World Food Programme
Maputo, Mozambique
Humanitaire (ONG, Associations, …), Projet/programme de développement
Opportunités de carrière : Administration Associate (Facilities Management), Fixed Term – G6, Maputo (159076)
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.
ABOUT WFPThe 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.
BACKGROUND AND JOB PURPOSE :This position will be with WFP Mozambique Country Operation (CO) and requires the engagement of an Administration Assistant within the Facilities Management team.
The Facility Management Team creates and manages safe and efficient infrastructures to allow the best working conditions possible for WFP staff. The team needs to deliver innovative services to enhance, maintain, and sustain the workspaces. Working towards consistently introducing the industry-leading best practices within Facility Management and contributing to making WFP a great place to work and where employees can thrive.
To support the delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.
The Administration Associate will be responsible of the admin tasks related to the area of Facility Management at CO and to provide guidance and Technical Support to SOs in the area of Facility Management.
The assignment needs to be oriented to continuously improving the standards of the country’s facilities and engineering projects regarding quality standards, financial and environmental sustainability.
KEY ACCOUNTABILITIES (not all-inclusive)To coordinate, support and provide effective delivery and maintenance of client-focused, value-for money-oriented quality administrative practices;Check the provision of a range of services, including facilities management and maintaining information, to contribute to the provision of a safe and comfortable working environment;Coordinate and manage all office maintenance service and any repairs required in the CO premises;Administering and oversee external suppliers/service providers for office maintenance, office cleaning, drinking water supply, stationery suppliers, cleaning products, etc.. Including performance assessment and managing of relative POs;Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources;Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required;Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources;Be the first point of contact for CO internal queries (requests for office maintenance, stationery, furniture, office space allocation, etc. to facilitate the provision of efficient and effective resolution of daily admin issues;Focal point for Vendor/MPO creation and payments within Facility Management Unit;Focal point for the WFP’s annual environmental sustainability reporting exercise in the areas of energy/fuel use, water use and wastewater disposal, waste generation, and management, including contribution to the eventual implementation of the environmental Management system (EMS) in the country;Coordinate the activities related to improving the environmental performance of WFP Mozambique Operation, including safe waste disposal procedures, energy efficiency measures and in terms of Municipal solid waste (MSW) and electronic waste (e-waste) identifying the best options in terms of recycling possibilities in-country and outside;Manage Tracking System for FM Unit (general maintenance, MPOs, etc.);Manage the activities related to planning, monitoring, control and update the Budget management system within the FM unit for CO and SOs;Coordinate the activities related to planning, monitoring and processing Facility Management actions related to Procurement, finance, etc, including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate system and any operational issues addressed;Coordinate, supervise and support the SOs in the area of the facility management including management of SOP/Manuals;Support Compound in all management activities including creation of SOP;Provide training and guidance to staff in interpretation of Facility Management procedures, processes and activities, and use the tracking system to ensure consistency and efficiency of services provided to all clients;Adapt, coordinate, supervise and update facility management processes, supporting the implementation of operating procedures in order to continue to the improvement of facility management services in the area of responsibility;Coordinate with Head of SOs in all FM activities and contribute to the continuous improvement of FM services at SOs level;Support in management and coordination of internal and external events within the Unit and during VIP visits to CO;Developing, Implementation and Management of Filling Management System within the FM Unit at CO and SOs level;Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided;Coordinate and manage of Facility Management and Compound Filling Management System;Perform other related duties as required by the Head of Facility Management unit or Head of support services.
STANDARD MINIMUM QUALIFICATIONSEducation : University degree in Business/Public Administration, or other relevant field relating to office management and administration
Experience : Five or more years of progressively responsible support work experience, including at least three years in administration or other related field. Working experience on writing and presenting analytical reports. Include at least three years of working experience in a field related with facilities management and effective action management to plan, coordinate and prioritize multiple tasks.
Language : Fluency in English and Portuguese languages.
4Ps CORE ORGANISATIONAL CAPABILITIESPurpose • 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.
People • 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.
Performance • 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.
Partnership • 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.
FUNCTIONAL CAPABILITIESCapability Name Description of the behaviour expected for the proficiency levelBusiness Support Services & Reporting Applies strong ability to identify field office level requirements and develop customer focused solutions and actions plans. Communicates data-based findings in a high impactful way that is tailored to the audience.Internal Controls & Risk Management Utilizes 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 Demonstrates a broad or specialist knowledge of administration and facilities management 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 and facilities management services.Customer Focus Monitors and supervises facilities management work against the established standards and protocols for service excellence. Ensure that customer problems are identified and resolved.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE Has demonstrated ability in managing repair and maintenance programs, including procuring of services and their quality control;Exhibits ability to convert team macro goals and business plans into clear actions to support the implementation of the teamwork;Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability in WFP context;Has demonstrated knowledge of administration best practices, techniques, and processes, and be capable to apply this to ensure the provision of efficient and effective administration services;Has provided coaching or training to new staff members within area of expertise;Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through the day to day work;Has supported in providing ad-hoc guidance to new staff members.
TERMS AND CONDITIONSThis position is applicable only to Mozambican Nationals
Job Title: Administration Associate (Facilities Management)
Type of Contract: Fixed Term – G6
Duration: 12 Months (With possibility of renewal)
Duty Station: Maputo
DEADLINE FOR APPLICATIONS16th March 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.
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