Administration Associate (Facility Management)Fixed Term_G6_Addis Ababa

Job Description

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

This job is found in Ethiopia Country Offices Addis Ababa. The Job holders report to a Head of Unit, Chief, or Administration Officer.

At this level job holders are 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 holders have 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 holders are expected to manage resources and coach and coordinate a team of support staff.

JOB PURPOSE

To coordinate and provide high quality, client-focused, and value-for-money oriented Facilities Management services.

KEY ACCOUNTABILITIES (not all-inclusive)

Verify resource requirements in the area of responsibility of WFP facilities, and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
Responsible for provision of services for facilities management, reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
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.
Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.

STANDARD MINIMUM QUALIFICATIONS

Education:

Secondary education or university degree in Business Administration; or related field, with a combination of the minimum requirement of work experience in Facilities Management
Experience & Skills:

• Minimum of 6 years experience with secondary education or 4 years with a degree in facilities management, building management, and contract management.

• Experience in coordination of multi-skilled technical teams such as engineering, IT, and security.

• Experience with managing teams that are remotely working.

• Experience working with procurement.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Work experience in Engineering, Architecture, and Interior Design.
• Familiarity with Auto cad