Job Description

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. 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. In 2019, WFP is scaling up its Yemen operations aiming to provide 12 million people with monthly food assistance through direct food distributions, vouchers or cash and nutritional support to nearly 3 million pregnant and nursing women and children under 5. ORGANIZATIONAL CONTEXT These jobs are found in Headquarters (HQ), Regional Bureaux (RBs) and Country Offices (COs), and report to a Communications Officer. Job holders at this level 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 PURPOSE To assist in Information Technology Procurement Processes, equipment availability to end-users, Asset Management and provide effective IT services for WFP Yemen operations. To Maintain an organized filing system to record all IT transactions and correspondence and be able to produce such recording at short notice. To follow-up with Procurement, Admin and Logistics Units on procurement status and delivery of IT equipment and services. KEY ACCOUNTABILITIES (not all-inclusive) The employee will be member of the TEC unit in Sana’a and will be specifically responsible for following tasks and duties in addition to his/her generic term of reference. IT Procurement and Service Contract Management:
  • Assist with annual procurement plan and ensure the plan has required funding approval.

  • Contribution to procurement process to ensure long lead time problems are addressed.

  • Maintain IT Purchase Requisitions (PRs), GRN/SES.

  • Track all IT contracts and ensure the database for contacts are updated regularly.

KEY ACCOUNTABILITIES - PART 2 IT Invoicing and financial Management:
  • Update and Cross check all Invoices on the invoice tracking system and follow-up the payment process with finance unit.

KEY ACCOUNTABILITIES - PART 3 IT Support and Administration:
  • File all incoming and outgoing correspondences and setup an easily accessible and updated IT archive

  • Track staff attendance.

  • Process and file all IT procurements including PRs, POs, GRNs, SES etc.

  • File all IT contracts and related documents.

  • Respond to basic queries about technology and systems to support the correct application of technology.

  • Respond to end-user’s infrastructure, operating system, application and networking queries.

KEY ACCOUNTABILITIES - PART 4 IT Asset and Stock Management:
  • Promptly update the corporate Asset Management Database (GEMS).

  • Distribute IT assets based on approved equipment request form.

  • Conduct regular inventory to track all issued and stored IT assets based on Asset management SOP.

  • Ensure all assets stored in IT storeroom are well tagged, stored with updated stock cards and under the right temperature.

  • Provide all assets management reports as specified on asset management SOP.

  • Promptly recommend replenishment of IT stock using the minimum stock level indicator.

  • Recommend disposal of assets based on assets exceeding usefulness, faults that cannot be repaired and non-usage of assets for considerable length of time.

STANDARD MINIMUM QUALIFICATIONS Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable. Language: Fluency level C in both oral and written communication in English and Arabic. Experience: Minimum FOUR years of relevant experience:
  • Experience in in Information Technology Procurement Processes, equipment availability to end-users, asset management and provide effective IT services for WFP Yemen operations.

  • Experience in the field of information technology, preferably as Database Administrator.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE • Has experience resolving more complex technical issues. • Has worked with head of units in defining requirements for functional area. • Has experience with the application of client services standards to resolve or escalate clients’ service problems. 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 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 same area of work.

  •  Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with 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 in 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 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 Governance, Strategy and Architecture: Demonstrates awareness of overall IT governance structure and system architecture development to support the process and assist in design of interaction between systems. Change Implementation, Project management, Planning and Optimization: Has basic understanding of project management principles to provide basic estimates on timing, resource utilisation and costs to facilitate the project planning process. Technical Expertise: Continuously updates one’s own knowledge about new technologies and product modifications; Is sought out for advice/expertise and recognized internally as an important technical reference. Service ManagementUnderstands and follows the established standards and protocols for service excellence within own domain to maintain quality of delivery and high levels of customer satisfaction. Client Management: Exhibits a detailed understanding of customers’ IT requests in order to effectively address and manage internal customers ‘needs. Identifies recurrent issues to propose long-term solutions. Procurement and Contract Management: Assists in the technology selection process by collating information on vendors and/or products for evaluation against criteria. TERMS AND CONDITIONS
  • WFP is an equal opportunity employer.

  • WFP does not charge a fee at any stage of the recruitment process.

  • The applicant should be a Yemeni national or having work/residency permit.

  • Only candidates who are short-listed will be contacted.

  • Applications must be submitted online with:

  1. Use English language only.

  2. Indicate all your job TOR.

  3. Indicate clear years of experience with each job (month/year)

  • WFP FT staff who are still under probation period are not eligible to apply.

  • By submitting your application, you have read the Terms of Reference for this position and agree that any false, wrong or incomplete information might lead to your disqualification in this recruitment process.

DEADLINE FOR APPLICATIONS 21 January 2020 WFP never uses external recruitment agencies and recruitment is always is free of charge. WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. The selection of staff are made on a competitive basis and we are committed to promoting diversity and gender balance. Only applicants whose profiles meet the advertised job requirements will be considered and only within the announced deadline. لا يقوم برنامج الأغذية العالمي بالاستعانة ابداً بأشخاص او بوكالات خارجية في التوظيف، علماً بان عملية التوظيف دائماً مجانية. يبحث برنامج الأغذية العالمي عن مرشحين من أعلى درجات النزاهة والكفاءة المهنية والذين يتقاسمون مبادئنا الإنسانية. يتم اختيار الموظفين على أساس تنافسي ونحن ملتزمون بتعزيز التنوع والتوازن بين الجنسين. سيتم النظر فقط للمتقدمين الذين تفي ملفاتهم الشخصية بمتطلبات الوظيفة المعلن عنها، وفقط خلال الموعد النهائي المعلن Qualified female applicants are especially encouraged to apply WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status. 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, Joint 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.
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