Administration Officer (NOB) Damascus VA026-2021

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 lifetime. 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. In 2020, WFP was awarded the Nobel Peace Prize for its efforts to fight hunger globally, including its work during the coronavirus pandemic.

In Syria, WFP provides food assistance to more than 4.6 million people each month. This includes families who require emergency assistance when affected by conflict and displacement and also those who need help to improve their nutrition and food security. WFP supports children across Syria with healthy meals and snacks at school, mothers with nutritious diets, and families and communities with sustainable livelihood projects.

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.

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.

CONTRACT TYPE & DURATION

Contract Type: Fixed Contract – NOB

Duration: 12 months

Duty Station: Damascus

Number of required employees: 1

Objectives:

This role requires to ensure that the strategic and administrative objectivs set by the Country Office are effectively planned, coordinated and effectively delivered. The role requires contributing to daily planning and delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in the Syria Operation. This role based in Damascus, Syria, will supervise a large unit composed by a number of national employees with different grade and contract. The role is expected to work with the Head of Administration to provide sound leadership ,coordination, support and guidance to the field offices in Syria and the 3 satellite offices.

Supervision received:

The position is based in Damascus, Syria and will fall under the direct surpervision of the International officer- Head of Administration.

Accountabilities and responsibilities:

Within the delegated authority , the national Administration Officer will be responsible for, but not limited to, the following duties :

  • Contribute to and implement WFP Syria operations , including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service.
  • Contribute to the preparation of the unit work plan and support the development and implementation of longer term strategies and improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes.
  • Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.Develop new or initiate revision of existing internal standard operating procedures as required.
  • Oversee the management of the existing Travel management and processes and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
  • Oversee that the management of the existing light vehicle Fleet team is sound , conduct oversight and investigate any new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
  • Carry out efficient oversite of the Assets management team ensuring WFP rules and regulations are adhered to and ensure all reports are compiled in a timely manner and there is effective control of WFP properties . Act as a secretary to the Property Survey Board and ensure that meetings are called regularly, with thorough documentation and follow up that assets are sold or disposed off according to WFP global standard procedures.
  • Supervise the administrative staff under direct supervision. Support and motivate the employees under direct or co-shared /temporary supervision, preparing sound and effective plan of work with clear goals and set deadlines, monitoring performance, providing coaching, training and guidance to ensure appropriate development and enable high performance. Guide, supervise and provide training and guidance to junior staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients

.

  • If required, assign work to employees under supervision, contribute to a successful work plan, fostering and supporting a self- development culture. Support the Head of the unit in assigning business process related stretched assignments to the team, to enhance skills and opportunity for their development contributing to building, managing and retaining talent within WFP and a sense of ownership on the tasks assigned.
  • Coordinate and plan quarterly customer service surveys to esure that the efficiency and effectiveness of the Administration services are up to standard
  • Supervise accommodation and room management and allocation of the same to International and national staff , visitors and mission according to the standard set by the organization both at capital city and other field offices. Coordinate with hotel management that these standards are met including maintanance and housekeeping, fostering a climate of mutal respect, efficiency cooperation and collaboration
  • Assist in the facilitation and management of the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes
  • Contribute to planning, monitoring and processing administrative actions related to procurement, finance, including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed, ensuring efficient follow up and reporting.
  • Build and maintain the partnership with WFP stakeholders, other UN agencies working on joint goals aligned with the current SDG and OMT partnerships . May represent the unit in such meetings.

Performance Indicator:

  1. Demonstrate excellent communication and interpersonal skills when liaising with internal and external clients
  2. Participate in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
  3. Ensure that all administration and documentation requirements are initiated and completed in a professional and timely manner
  4. Ensure that assigned tasks are performed accurately and within established time frames
  5. Demonstrate the ability to lead a team

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

Master’s degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration, or First University degree with additional years of relevant work experience and/or training/courses’.

Experience:

With an Advanced University Degree: At least 3 years of responsible post graduate professional experience in administration.

With a First University Degree: At least 5 years of responsible post graduate professional experience in administration.

Language:

Fluency (level C) in English language, fluency in Arabic. Intermediate knowledge of a second official language may be an added advantage for future careers prospectives.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has gained experience in administration with a leading role.
• Has supervised and provided direction to more junior staff within area of expertise
• International exposure or working with an International company or organization an added value

Essential: Strong interpersonal relations skills and ability to work in a multicultural environment respecting diversity and acting as a role model, contributing to a respectful and conducive work place environment and observance of WFP values:”Integrity,Collaboration, Commitment, Humanity and Inclusion.

TERMS AND CONDITIONS

Please upload your professional CV in English in PDF format making sure to include the following in terms of “Experience”:

  • Company/Organization name and scope of work of the organization
  • Exact Position Title
  • Contract type: part-time, full-time, volunteer, consultant, or freelancer
  • Start and End date of Employment for each position: From (dd/mm/yyyy) to (dd/mm/yyyy)
  • Responsibilities: To mention the main responsibilities that highlight your gained skills and experience
  • A proof of your experience will be required in the final stage of recruitment.

Only shortlisted candidates will be invited to the next stage of the selection process.
Candidates must get an auto confirmation email once application is submitted.

How to apply

DEADLINE FOR APPLICATIONS

If any of the below links do not work by clicking on it, please copy and paste it in the browser address bar:

Please ensure that your VPN is connected before clicking on the link below.

Internal candidates: https://performancemanager5.successfactors.eu/sf/jobreq?jobId=152381&company=C0000168410P

External candidates: https://router.job-listing.wfp.org/sfcareer/jobreqcareer?jobId=152381&company=C0000168410P

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Qualified female applicants are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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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