Le Programme Alimentaire Mondial recrute un assistant administratif, Bagdad, Irak
About WFP
The United Nations World Food Programme (WFP) is the world’s largest humanitarian organization, saving lives in emergencies, building prosperity and supporting a sustainable future for people recovering from conflict, disasters and the impact of climate change.
In 2020, WFP assisted 898,000 people in Iraq. Through providing food for vulnerable people, skills to build futures and enhanced social protection, WFP is helping the Iraqi government build people’s resilience and food security.For more information, see wfp.org/countries/iraq and ar.wfp.org/countries/iraq
Organizational context
The job holder is part of the Administration Unit of the Baghdad Country Office (CO) and reports directly to the Administration Officer. S/he works closely with national staff in Baghdad working on Travel Fleet, Assets, and other Business Support Service matters and additionally has technical supervision of work being performed by staff in Erbil, Dohuk, Sulaymaniyah and Amman, Jordan. Work is done in close collaboration with Security, Procurement, and Finance Staff in particular.
The Job Holder is expected to 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 daily. Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes to continually improve the level of support provided. Job holders are expected to manage resources and coach and coordinate a team of support staff.
Job purpose
To coordinate and control full range of support services for designated areas of work; Ensure high quality, client-focused and value-for-money oriented support services.
Key accountabilities
- Verify resource requirements in responsibility (WFP facilities, assets, fleet, and travel etc.), and assist in the identification of new requirements to facilitate efficiency and cost- effectiveness of operations and services.
- Coordinate provision of services such as facilities management, travel, assets and fleet related, 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.
- Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in work.
- Support the production of various data and compile and prepare reports to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
- Oversee the maintenance of records and databases to ensure information is organised and readily available for staff and compliant with all relevant regulations and policies.
- Contribute to 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.
- Adapt and update administrative 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 administrative services in order to support the resolution of daily issues.
- 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 administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
- Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
- Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources
- Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
- Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
- Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
- Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
Standard minimum qualifications
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Language: Fluency in both oral and written communication in English, Arabic and Kurdish
Professional Experience: At least 3 years of professional experience in the field of administration,travel,assets and fleet.
Other post requirements
Travel 50%:
- Provide a backup support to the Travel Focal Point in managing all types of travel requests, claims, flight bookings, and processing travel documents in the system.
- Maintain database of all staff travel and costs including an updated list on all staff on travel; Assist in providing staff with information regarding requirement for travel both within the country and abroad.
- Assist with production of various types of travel-related reports and provide analysis of travel data and cost monthly.
Fleet 15%:
- Work closely with the CO Fleet Focal Point in managing fleet movement in Baghdad and record and enter the relevant data in the system (fuel, maintenance, vehicle information, driver, vehicle insurance and leasing information).
- Manage and coordinate drivers’ movement in Baghdad including preparation of TRF, TECS, attendance, leave, and provide input to performance evaluation.
- Monitoring and processing all actions related to vehicles documentation, maintenance, tools, and storage.
- Extract fleet data and generate the necessary reports as requested by Administration Unit.
Assets 35%:
- Work closely with the CO Assets Focal point in maintaining an up-to-date records of all assets in the system (GEMS).
- Conduct the necessary checks and tracks of all assets on the ground and in the system.
- Assist with extracting the necessary reports from the system as required by Administration Unit.
Terms and Conditions
Position Title: Administration Assistant
Grade: Level 5
Contract: G5
Duty Station/travel: Baghdad with frequent travel inside Iraq.
Salary: Starting at USD 1999.33 per month.
Medical Plan: Internationally valid medical plan for the staff member, spouse and dependents children under 18 years
Annual leave: 30 working days per annum
Deadline for submission of application : 31 May 2021
Qualified female candidates are strongly encouraged to apply.