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.
The selected Administration Officer will be based in Ethiopia and under the direct supervision of Country Office’s Head of Administration.
KEY ACCOUNTABILITIES (not all-inclusive)
Within delegated authority, the Administration Officer will be responsible for providing guidance, oversight, and support for the management of Administration activities. More specifically he/she will be accountable for the following duties:
- Contributes 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;
- In relation to above, ensures engagement and contribution of field locations are represented in relevant strategic discussions;
- Manages and/or carry out data analysis related to facilities management to provide management and clients with the accurate information and reports for efficient planning and decision-making;
- Provides informed assistance to the Head of Administration related to facilities management;
- Ensures regular maintenance of buildings and building systems (electrical, plumbing, air conditioning etc.) including the identification of problems and discussions with appropriate and specialized contractors;
- Supervises the catering services and develops different menus in agreement with the residents of the compound;
- Maintains high quality hygiene standards in the kitchen, food stores, and common guest house areas; and where required, coordinate and liaise with the guest house users on the purchase of food items required;
- Conduct on-site inspections of relevant facilities (office, warehouses, and guest houses) and provide guidance and recommendations for routine and emergency technical issues;
- Ensure all facilities are compliant with WFP Health and Safety standards, including Fire and Industrial Safety;
- Manages and oversees that works completed by contractors (cleaning, catering etc.) are performed promptly and according to existing contracts and results expected;
- Develops and implements standardized procedures for preventive and routine maintenance of all facilities equipment and fittings;
- Supervises the contracted staff involved in facilities management, identifying necessary training requirements and provides training and technical guidance accordingly;
- Assists in allocation and management of facilities space to achieve maximum efficiency, coordinates intra-office moves in agreement with the Head of Administration;
- Assists the Head of Administration in identifying areas requiring facility refurbishment and renovations as required and aligns these needs to the corporate Occupational Safety and Health Policy;
- Manages the existing resources in the WFP managed facilities and provide informed estimates on new requirements aiming at efficiency, cost effectiveness, and timeliness of operations and services,
- Identify and implement environmentally sustainable solutions where possible;
- Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices, particularly when involved in UN Common Premise initiatives
- Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy needed resources to affected areas at the onset of the crisis;
- Perform any other duties as required.
STANDARD MINIMUM QUALIFICATIONS
- 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.
- At least 6 years work experience in Administration Management;
- At least 3-years of professional experience related to complex facilities management experience;
- 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
- Excellent written and oral communication skills in English;
- Proficiency in a second UN official language to at least intermediate standard is highly regarded.