ABOUT WFP

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.

ORGANIZATIONAL CONTEXT

The Job holder reports to the Administration Officer/ Associate and the Head of Unit. At this level job holder is expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holder has a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided. Job holder is expected to manage resources and coach and coordinate a team of support staff.

JOB PURPOSE

Reporting to the Administration Officer and Head of Unit, the incumbent will be responsible for overall Administration support on operations, management and reporting and assist to coordinate and provide high quality, client-focused and value-for-money oriented administration services.

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

KEY ACCOUNTABILITIES (not all-inclusive)

Checking and providing support on services, facilities, light vehicles management, protocol, and maintaining information, contributing to the provision of a comfortable working environment.

Collating and processing information including dissemination supporting the production of standard documents and reports for the unit and decision making

Maintaining paper and electronic records within administrations responsibilities in accordance with established procedures for easy data retrieval and access.

Respond to queries and raise to superiors where appropriate, to provide a timely and accurate service to clients.

Support processing and managing routine administrative and financial tasks in various functional areas,

Contribute to timely management of resources.

Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.

Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.

Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.

Work with a variety of individuals, taking on feedback where appropriate

Processing accreditation for International staff

Facilitate processing of rebate for office and goods

Assist in procurement processes using corporate systems and carrying out creditors reconciliations.

FUNCTIONAL CAPABILITIES

Capability Name

Description of the behaviour 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.

Specialised 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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate or degree in Business/Public Administration, or other relevant field relating to office management and administration is an added advantage.

Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Language: Fluency in both oral and written communication in English and in the local lanugage(Shona/Ndebele)

OTHER SPECIFIC JOB REQUIREMENTS

Good computer skills, including work processing, spread sheets and other software packages

Good time management skills and ability to prioritise.

Good reporting and communication skills.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated an ability to perform all routine administrative activities in line with operating standards through day to day work
• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.

Coordinating field office requirements and following up on outstanding issues.