Administration Associate FTA-G6, Dakar, Diamniadio

Job Title: Administration Associate FTA-G6, Dakar, Diamniadio

🚩 Vacancy Announcement n°: 833222

📢 Job Title: Administration Association, FTA-G6 (2 vacancies)

✨ Contract type and Grade: Fixed Term, G6

📧 Duration: One year (Renewable)

✅ Unit / Division: Management Services Unit

📍 Duty Station: Dakar/Diamniadio

⏰ **Closing date:**20 June 2024

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 [email protected]. Our DEI team is here to ensure your full participation in our recruitment process.

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 Candidates are strongly encouraged to apply.

ABOUT WFP

The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operates in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability, and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger. At WFP, people are at the heart of everything we do, and the vision of the future WFP workforce is one of diverse, committed, skilled, and high-performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP’s values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: UN World Food Programme (WFP), and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

The Regional Bureau Dakar (RBD) provides policy guidance, technical support, and oversight for operations in 19 countries west and central Africa where WFP’s efforts contribute towards the eradication of hunger and malnutrition.

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

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

MAIN ACCOUNTABILITIES/RESPONSIBILITIES:

Under the supervision of the Regional Management Services Officer and under the direct supervision of the National Management Services Officer the incumbent will be responsible for the following.

• Verify resource requirements in Travel Management and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
• Responsible for provision the services of travel and protocol and 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 (Dashboards) 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 external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
• Adapt and update Travel 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 Travel services in order to support the resolution of daily issues and communicate clearly to staff.
• 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 Travel procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
• Capacity strengthens and ability to travel within the region for backfilling when needed.
• Support the supervisor in the creation of Standard Operating Procedures (SOPs).
• Manage and support Events when required.
• Other as required.

Education:

You have

Completed secondary school education. A post-secondary certificate or training in travel management.

Experience:

You have:

At least six (6) years of work experience in the Administration field. Experience in an international organization, Embassy, or UN system is an advantage.

Desired experiences for entry into the role:

• Has provided ad-hoc guidance to new staff members

Languages:

Fluency (level C in reading, writing and speaking) in English and French.

Knowledge & Skills

• Understand the general Travel processes.
• Team Player & Problem solver.
• Good communication skills.
• Ability to demonstrative proactivity, innovation, and independency in work.
• Computer and Excel skills.
• Ability to work under pressure and during emergencies.
• Ability to demonstrate a client-oriented approach, high sense of responsibility and tact.
• Planning, organisation and time management skills.

Deadline for application: 20 June 2024

WFP Value Proposition

• Meaningful and impactful careers – Our day-to-day work makes a difference in the lives of the people we serve.
• Continuous learning and training – We provide learning tools for our staff to continually develop their careers.
• Multicultural and stimulating working environment – We encourage gender and cultural diversity to make our teams stronger.

PLEASE READ THIS BEFORE YOU APPLY

• All employment decisions are made based on organisational needs, job requirements, merit and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.
• No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Join Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
• Female applicants and qualified applicants from developing countries are especially encouraged to apply. WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
• Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance
• 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.
• 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 WFP’s 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.

Special Notice on WFP RBD office relocation:

WFP and other UN Agencies will be moving to the new United Nations House in Diamniadio, 30 kilometres from downtown Dakar. The name of the duty station for this position will remain Dakar, Senegal.

Special recommendation:

Before you apply, please confirm that both (i) your on-line profile and CV are accurate and up to date, (ii) your CV should include your employment history, academic qualifications, and language skills