World Food Program

Position: Administration Assistant (Asset Management)

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Ethiopia

Posted date: 15 hours ago

Application Deadline: Dec, 22/2021 (13 days left)

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, color, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.

TERMS AND CONDITIONS

Job Title: Administration Assistant (Asset Management)

No. Position/s: 1 (One)

VA No.: 154375

Contract: Fixed Term - GS 5

Duty Stations: Addis Ababa (1)

Position Duration: 12 Months with a possibility of extension

ABOUT WFP

Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies, and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships, and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid, and special operations.

WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programs that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.

ORGANIZATIONAL CONTEXT

These jobs are found in WFP Ethiopia Addis Ababa Country Office. The Job holders report to the Administrative Associate, Administrative Officer, or the designate.

At this level job holders are expected to take responsibility for the completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders can recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE

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

KEY ACCOUNTABILITIES (not all-inclusive)

1. Check the provision of a range of services, including facilities and light vehicle management, travel, protocol-related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
2. 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.
3. Manage and maintain paper and electronic records within the area of responsibility following established procedures, to ensure swift and easy data access as required.
4. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
5. Be the first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
7. Perform other duties as required.

OTHER SPECIFIC JOB REQUIREMENTS

GENERAL

• Collaborate with internal and external stakeholders to ensure asset-related queries, issues and tasks are addressed promptly and cross-cutting issues are brought to the attention of unit management
• Alternate with other administrative staff as required by the Head of Administration.

   ASSET

• Maintain the office inventory database (Global Equipment Management system, GEMS) and ensure that all equipment is labeled and recorded in GEMS with all necessary and accurate information according to the WFP rules and regulations.
• Monitor the movement of office equipment and maintain records accordingly.
• Maintain data integrity in the database, control program, analyze results and initiate corrective actions when necessary.
• Report lost damaged or unserviceable property and organize documents to be presented to the Local Property Survey Board (LPSB) and draft the minutes with a report on its implementation.
• Ensure that all asset is used with care and for the purpose intended, providing management with information on the status of the same.
• Assist in the management of Admin NFIs and stationary by producing the monthly report and monitoring its consumption.
• Assis the program and other units with administrative requirements for asset transfer
• Alternate with other administrative staff as required by the Head of Administration.

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.
• Had demonstrated communication and problem-solving skills working in a matrix management structure

STANDARD MINIMUM QUALIFICATIONS

Education: Bachelor’s degree in Business Administration, Finance, Accounting, or another relevant field.

Experience: Five or more years of progressively responsible work experience in Administration, finance, or other related fields. Experience in a humanitarian organization is an added advantage.

Language: Fluency in both oral and written communication in English. Knowledge of the local language is added advantage.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• 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 our own unit’s responsibilities will serve WFP’s mission.

People

• 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 the same area of work.
•  Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information regularly with the supervisor.

Performance

• 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 dangerous situations in the field.

Partnership

• 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 the 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 program 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 the 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.

How to Apply

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