Administration Officer (Protocol) NOA, Abuja
Description
.WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
ABOUT WFPThe United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
ORGANIZATIONAL CONTEXTThese jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders in the field typically report to the Country Director or the designate. Job holders in RBs or HQ typically report to a more senior Administration Officer. Job holders are likely to be working under the supervision of a more experienced staff member, receiving guidance and regular feedback on work performed.
JOB PURPOSE To support the delivery of quality, customer-focused, value-for-money administrative services that enable staff in country/location operations to
deliver food assistance to beneficiaries, in line with WFP’s strategy.
Education:
University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration.
Language:
International Professional: Fluency (level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or Portuguese (a WFP working language).
National Professional: Fluency
1. Contribute to a WFP country plan, including administrative processes, aligned with country and wider WFP strategies and policies to facilitate efficient and effective administration services.
2. Support the development of annual plans and implementation of policies, systems and procedures to support WFP strategic objectives.
3. Collate data and prepare data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
4. Support management of existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and assist in identification of new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
5. Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy.
6. Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
7. Guide and supervise junior staff, acting as a point of referral and supporting them with analysis and queries.
8. Maintain the partnership with WFP stakeholders, other UN agencies and local government offices.
9. Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
10. Other as required.
- Support to the strengthening of relations with the authorities of the host country (Nigeria); liaise and negotiate with the UN Diplomatic Representation in Nigeria, the Nigerian Ministry of Foreign Affairs and the Ministry of Interior on accreditation and issuance of appropriate ID cards/or permits of stay for WFP staff, their dependents, and domestic staff/helpers.
- Provide protocol services to the VIP, Senior Management of WFP Nigeria office and Sub-offices (e.g., by facilitating airport transfers, ensuring protocol coverage for official activities).
- As part of the joint UNCT efforts, liaise with relevant UN agencies and local authorities on matters relating to diplomatic privileges and immunities, establish strong operational relationships to enhance and facilitate the efficiency and effectiveness of WFP operations (e.g., issuance of diplomatic license plates, approval of tax exemptions, special permits to import vehicles and management of tax-free fuel cards).
- Monitor the implementation of the Basic Agreement, immunities, privileges, and derogations granted to country offices in the region and to staff in close collaboration with the Headquarters and Legal Service.
- Liaising with Government Officials (Ministry of Foreign Affairs, Ministry of Internal Affairs) for buying, importing, selling, exporting official and personal vehicles, getting license plates.
- Liaising with MoFA for appointments with the high-level Government official.
- Facilitate the compliance of services provided and contribute to the provision of recommendations for improvements/changes for further efficiency gains.
- Coordinate, organize and supervise the work of Administrative Assistants to ensure that requests are processed with minimum delay and in lien with corporate policies and procedures.
- Provide effective support and oversight to Sub-offices for protocol related areas of work for agreements with host governments, systems, and processes.
- Support Capacity building of WFP Staff and partners through the organization / design of trainings, workshops, and cross-fertilization.
- Ensure compilation accurate data and provide analytics on services provided by the Privileges, Immunities and Management Services Office for monitoring purposes, recommending improvements in procedures and processes where necessary.
- Keep abreast of national and international laws pertaining to the host country agreement in relation to privileges and immunities; research, monitor and analyze best international Page 3 of 5 Last revision: 1 April 2022
- Support the design and content development of briefings and other documents related to privileges and immunities. Brief staff on privileges and immunities and clear separation documentation related to this area. Manage online systems related to the provision of services; recommend improvements, updates
- Maintain a detailed knowledge of all Airport facilities, Procedures and Services as offered by Nigerian airports Authority.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE Capability Name Description of the behaviour expected for the proficiency level
Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
Internal Controls & Risk Management for Administration and Engineering Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
Resource Management for Administration and Engineering Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
Specialised Knowledge in Administrative Services Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise.
Customer Focus Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.
TERMS AND CONDITIONS
1. Qualified female candidates are advised to apply.
2. Only Nigerian Nationals are eligible to apply for this position.
3. Only shortlisted candidates will be contacted.
4. WFP has zero tolerance for discrimination and does not discriminate based on HIV/AIDS status.
5. 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
6. 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.
7. WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.
8. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
DEADLINE FOR APPLICATIONS .WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.