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INTERNAL AND EXTERNAL VACANCY ANNOUCEMENT
JOB TITLE: Admin Officer
TYPE OF CONTRACT: International Junior consultant
UNIT/DIVISION: RBD-CAR CO
DUTY STATION: Bangui, Central African Republic
DURATION: 11 months
Background
The United Nations World Food Programme is the world's largest humanitarian agency fighting world hunger. WFP's mission is to help the world achieve Zero Hunger in our lifetime. Every day, WFP works around the world to ensure that no child goes to bed hungry and that the poorest and most vulnerable, especially women and children, can access the nutritious food they need. As part of WFP's Administration Unit in CAR, the International Consultant, under the overall direction and supervision of the Head of Unit, will support the overall management of administrative services, administer, and execute processes and transactions ensuring high quality and accuracy of work.
Duties and responsibilities (non-exhaustive)
Summary of the main functions:
The portfolio of the Administration Unit, which covers the main office in Bangui and the field offices, includes but not limited to: Facilities, Assets, Fleet, Transportation, Travel, Protocol, Accommodation, Procurement & Contracts, Space Occupancy, Carpooling & Passenger Mobility, Environmental Sustainability, Engineering, Occupational Safety & Health/Due Diligence, UN Reform, Event Management, Internal Controls, Data Analytics & Visualization.
The incumbent will be responsible for supporting the Head of the Administration Unit in the implementation of Administration strategies, ensuring effective and efficient delivery of administrative functions in line with WFP regulations, procedures, and standards, and ensuring capacity building for staff in general and the Administration in particular. H/She will support the operationalization of medium- and long-term strategies and the improvement of policies, systems, and procedures to ensure that the services provided support WFP's strategic objectives and are in line with the organization's policies, standards, regulations and processes while operationalizing the management services strategy.
The deliverable for this consultancy will be
- Contract Management: Support putting in place the contracts and required Long Term Agreements (LTA) with the relevant vendors and develop a tracking database for the same. Support putting in place and manage the Memorandum of Understanding (MOUs) with other UN agencies and follow up on cost recovery and payment
- Fuel and fleet Management: Reconcile all the data related to all CO and field offices bulk fuel in and outside the FMS and work with the expert and head of unit to put in place proper mechanism to manage the fuel and ensure constant supply and cost reduction. Support the proper coordination and management of fleet.
- Asset Management: Reconcile all the data with regards to asset management in and outside GEMS, prepare for asset disposal and auction of all assets including the finding mechanisms to locally recycle and dispose assets that cannot be auctioned.
- Travel and protocol: Reconcile all the data with regards to local and international travel and staff benefits including putting in place a system of following up and payment of tickets and implementing the travel SOP for the CO. Support the country office Protocol management including training staff on Protocol and communication with the different government offices to create contacts and processes.
- Oversight and compliance: Support the facilitation of compliance in services provided (e.g., WFP managed facilities, assets, and travel management, etc.) with the corporate Occupational Safety and Health Policy and provide recommendations to the management on any improvements/changes, when required. Continue the work on the creation and review of SOPs for Admin and implementation of oversight and audit recommendations.
- Digitalization and data analysis: Support management and carrying out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making and review and enhance tools for tracking and reporting of admin activities and reports on fuel, travel, office consumables, office service provision, etc. Enhance the compliance of digital practices and using of digital tools for service provision.
- Resource Management: Support management of existing resources in the area of responsibility (e.g. WFP managed facilities, assets and fuel and travel management, etc.) and estimate new requirements aiming at efficiency, cost effectiveness and timeliness of operations and services. Take the lead with support from HQ facilities with the re-modelling of the CO including seating arrangements, re-decorating and branding of the office.
- Field support, training, and capacity building: Ensure maximum support required is provided to the field offices to ensure their needs are met on time. Train all staff on administrative processes and the use of different systems within WFP
- Support the country office collaboration with WFP Regional Office in Dakar and WFP Headquarters in Rome on various initiatives to automate administrative functions; actively participate in and contribute to the various requests and initiatives of HQ and Regional Office, while providing timely feedback to ensure that the interests of the Country Office are safeguarded.
- Any other duty assigned as per the country office needs.
Required Qualification and Experience