Admin Associate At World Food Programme

BACKGROUND AND PURPOSE OF THE APPOINTMENT:

Given our Jordan operational needs due to ongoing emergencies, and as Jordan CO is piloting UN reform strategies, it is important to support the implementation of new strategic initiatives related to UN joint operating procedures such as Carpooling and the UN Fleet.

In addition to the coordination and supervision of Administrative services such as Travel, Protocol, and Fleet, to ensure that services are delivered effectively.

ACCOUNTABILITIES/RESPONSIBILITIES:

1. Verify resource requirements in the area of responsibility (WFP travel, Protocol, facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
2. Responsible for the provision of services such as travel, protocol light vehicle management and other related services, etc., 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.
3. Fleet management- Supervise the drivers & monitor their performance to ensure proper use and monitoring of maintenance & fuel consumption of vehicles for the best interest of the agency, respond to official requests for vehicles, and allocate efficiently.
4. Act as GPS tracking system focal point and issue monthly driving performance reports.
5. Act as Fleet Management System ( FMS) and Humanitarian Hub focal point maintaining proper fleet reports (fleet performance data analysis (utilization, operating costs, etc.).
6. Responsible for all actions related to fleet Lease, vehicle maintenance, and vehicle insurance.
7. 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.
8. Support in the implementation of new strategic initiatives related to UN joint operating procedures such as Carpooling and UN Fleet.
9. Supervise the travel and protocol team and oversee the travel and protocol processes to ensure information is organized and readily available for staff and compliant with all relevant regulations and policies.
10. Liaise with key people in government to ensure smooth transactions of all protocol-related requests.
11. Build and maintain partnerships with WFP stakeholders, other UN agencies, and local government offices, and represent WFP in different meetings/working groups.
12. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
13. 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, procedures, and performance plans.
14. Provide training and guidance to staff in the interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
15. Other related duties.

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education: Completion of secondary school education. A post-secondary certificate in the related functional area.

Experience:

• Six or more years of progressively responsible work experience in the relative business stream with experience in general administrative work and management skills.

• Specialised knowledge of the application of common business processes, practical business support methods, procedures, and systems used in area of work, gained through technical training and work experience

• Good communication skills in order to provide specialised business support services to a wide range of individuals.

• Ability to analyse and interpret financial data and monitor budgets.

• Ability to proactively identify and recommend areas for improvement to the design and delivery of specialised services.

• Ability to build relationships with a variety of individuals across functions.

• Experience in coordinating the work of others and self and training and supporting others.

• Ability to maintain confidentiality.

Language: Fluency (level C) in English language. Fluency in both oral and written communication in Arabic and English.