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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance. Female qualified applicants are especially encouraged to apply.
WFP does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, offer, training, or any other fees). Offers of WFP employment or job openings with requests for payment of fees are fraudulent. WFP does not concern itself with information on bank accounts. Any requests for such payment or information should be refused and reported to local law enforcement authorities for appropriate action and to WFP for its information.
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.
JOB PURPOSE:
To coordinate and provide high quality, client-focused, and value-for-money oriented administration.
The Administration assistant will be responsible of the admin tasks related to the area of Facility Management at CO and to provide guidance to SOs in the area of Facility Management.
The assignment needs to be oriented to continuously improving the standards of the countryโs facilities and engineering projects regarding quality standards, financial and environmental sustainability.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate/ university degree in, Business/Public Administration, or relevant field relating to office management and administration is a plus.
Experience: At least 6 (six) years of relevant work experience in the area of facilities management, and office management or related area.
Language: Fluency in both oral and written communication in Portuguese and English.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
โข Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day to day work.
โข Has provided ad-hoc guidance to new staff members.
KEY RESPONSIBILITIES PART I (not all-inclusive, nor exhaustive):
1. Check the provision of a range of services, including facilities management and maintaining information, to contribute to the provision of a safe and comfortable working environment;
2. Coordinate and manage all office maintenance service and any repairs required in the CO premises;
3. Administering and oversee external suppliers/service providers for office maintenance, office cleaning, drinking water supply, stationery suppliers, cleaning products, etc.. Including performance assessment and managing of relative POs;
4. 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;
5. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required;
6. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources;
7. Be a first point of contact for CO internal queries (requests for office maintenance, stationery, furniture, office space allocation, etc. to facilitate the provision of efficient and effective resolution of daily admin issues;
8. Focal point for Vendor/MPO creation and payments within Facility Management Unit;
9. Focal point for the WFPโs annual environmental sustainability reporting exercise in the areas of energy/fuel use, water use and wastewater disposal, waste generation, and management, including contribution to eventual implementation of the environmental Management system (EMS) in the country;
10. Support in improving the environmental performance of WFP Mozambique Operation, including safe waste disposal procedures, energy efficiency measures and in terms of Municipal solid waste (MSW) and electronic waste (e-waste) identifying the best options in terms of recycling possibilities in-country and outside;
11. Manage Tracking System for FM Unit (general maintenance, MPOs, etc.);
12. Manage the activities related to planning, monitoring, control and update the Budget management system within the FM unit for CO and SOs;
13. Coordinate the activities related to planning, monitoring and processing Facility Management actions related to Procurement, finance, etc, including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate system and any operational issues addressed;
14. Coordinate, supervise and support the SOs in the area of the facility management including management of SOP/Manuals;
15. Support Compound in all management activities including creation of SOP;
16. Provide training and guidance to staff in interpretation of Facility Management procedures, processes and activities, and use tracking system to ensure consistency and efficiency of services provided to all clients;
17. Adapt, coordinate, supervise and update facility management processes, supporting the implementation of operating procedures in order to continue to the improvement of facility management services in the area of responsibility;
18. Coordinate with Head of SOs in all FM activities and contribute to the continues improvement of FM services at SOs level;
KEY RESPONSIBILITIES PART II (not all-inclusive, nor exhaustive):
19. Support in management and coordination of internal and external events within the Unit and during VIP visits to CO;
20. Developing, Implementation and Management of Filling Management System within the FM Unit at CO and SOs level;
21. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided;
22. Coordinate and management of Facility Management and Compound Filling Management System;
23. Perform other related duties as required by the Head of Facility Management unit or Head of support services.
WFP LEADERSHIP FRAMEWORK - OUR BEHAVIOUR MATTERS
- Leads by Example with Integrity
Lives WFP values and shows humanity and integrity by role modelling care for others.
- Drives Results and Delivers on Commitments
Delivers on commitments and adapts readily to change.
- Fosters Inclusive and Collaborative Teamwork
Is inclusive and collaborative, and contributes to a culture of learning and personal growth.
- Applies Strategic Thinking
Demonstrates commitment to gather perspectives, analyse options and risks, and propose new ways of doing things.
- Builds and Maintains Sustainable Partnerships
Builds and nurtures external partnerships & collaborates with partners to deliver common objectives.
DISABILITY, EQUITY, AND INCLUSION (DEI) STATEMENT
WFP is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at global.inclusion@wfp.org. Our DEI team is here to ensure your full participation in our recruitment process.
TERMS AND CONDITIONS
Type of contract: Fixed - Term, Level 6
Duty Station: Maputo
Duration: 12 Months (renewable)
This position is open to Mozambican Nationals Only.
Female qualified candidates are highly encouraged to apply.
DEADLINE FOR APPLICATIONS
24th May 2024
Only shortlisted Candidates will be contacted
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFPโs standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
- Builds and Maintains Sustainable Partnerships
- Applies Strategic Thinking
- Fosters Inclusive and Collaborative Teamwork
- Drives Results and Delivers on Commitments