Administrative Support

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, established to save lives in emergencies and to use food assistance as a means to build a pathway to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. WFP operates globally, with a mission centered around the belief that food is a fundamental human right and that no one should go hungry. The organization is committed to diversity and inclusion, ensuring equal employment opportunities for all employees, regardless of race, gender, or background. WFP has a workforce that is diverse, skilled, and high-performing, and it operates in numerous countries around the world, focusing on delivering effective humanitarian assistance to millions in need. WFP has been recognized for its efforts, notably being awarded the Nobel Peace Prize in 2020, which underscores its commitment to humanitarian work and the importance of security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security in achieving peace and stability.

Job Overview:
The position of Administrative Support within WFP is crucial for the effective day-to-day delivery of specialized, client-focused, and value-for-money services related to the Management Services Portfolio. This includes a variety of functions such as travel, procurement, finance, and other related areas. The role requires the individual to perform tasks that support efficient and high-quality service delivery, collate data, and prepare basic analyses to assist in the creation of reports that contribute to the effective management of resources. The Administrative Support will also manage and maintain both physical and digital records, ensuring compliance with established procedures for easy data access. The position serves as the first point of contact for internal queries, providing timely and accurate responses to facilitate the resolution of daily issues. The role also involves suggesting improvements to procedures and practices to enhance service quality and utilizing digital tools to improve working practices and customer service. Additionally, the candidate will provide administrative support for inter-agency initiatives as part of UN Reform, which aims to achieve cost savings and enhance service quality.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Performing routine actions related to procurement, finance, human resources, and other relevant areas to ensure effective and timely data recording in corporate systems.
• Managing and maintaining physical and digital records in accordance with established procedures to ensure swift and easy access to data.
• Acting as the first point of contact for internal queries, providing timely and accurate responses to facilitate efficient resolution of daily issues.
• Providing inputs and suggesting improvements to procedures and practices to support continuous enhancement of services provided.
• Utilizing digital tools and technology applications to improve working practices and customer service.
• Providing administrative support for the preparation of inter-agency initiatives as part of UN Reform.
• Liaising with other functions and third-party contractors to enable efficient service delivery.
• Advising and guiding junior staff in performing their duties.
• Performing emergency preparedness and response tasks as directed by the supervisor. 1
• Supporting emergency response efforts in affected countries, including rapid planning and coordination of emergency activities, ensuring immediate administrative and operational needs are met.

Required Qualifications:
Candidates must possess a minimum of five years of progressively responsible experience in general administrative support, preferably within business functions such as administration, finance, or related areas. They should have a demonstrated understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems. Experience in collating data and preparing basic analyses related to the Management Services portfolio is essential. Candidates should also have experience in crisis management, including anticipating challenges and adjusting operations to meet immediate needs. Strong attention to detail in managing administrative processes, ensuring accuracy in reporting, documentation, and compliance with corporate deadlines and standards is required. Proficiency in the use of office equipment and computer software packages, including Microsoft Office Suite, is necessary.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. A post-secondary certificate in a related functional area is desirable, as it would provide additional knowledge and skills relevant to the role.

Experience:
The position requires a minimum of five years of progressively responsible experience in general administrative support. This experience should preferably be within business functions such as administration, finance, or related areas, demonstrating the candidate's ability to handle various administrative tasks effectively and efficiently.

Languages:
Fluency in both oral and written communication in the English language is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing the candidate's ability to communicate in diverse environments and with various stakeholders.

Additional Notes:
The position is part of WFP's emergency response support to the 22 English and Dutch-speaking countries in the Caribbean. Candidates selected for the roster will play a pivotal role in supporting emergency response efforts in countries affected by shocks and disasters, starting within the first 24 hours after a disaster strikes. Rostered candidates may be required to deploy to affected countries to assist with Unit operations and may need to work beyond regular hours to support emergency response efforts. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization does not charge any fees in connection with the application or recruitment process.