UN WFP

Administration Officer, NOA
(Head, Global Administration Service Centre)
Posted 20/11/2018 - Fixed Term
India - New Delhi

Job Description

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

Female candidates and qualified applicants are especially encouraged to apply to this position.

ABOUT WFP

The 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.

Position Background

This position is a  national professional position in the Administration Service Centre based in New Delhi.   The incumbent will be heading the India Administration Service Centre and will be responsible for providing strategic  management, leadership, and team building to the Administration Service Centre in New Delhi and support the expansion of the offshored Unit for other Administrative functions. The incumbent will will work closely with Administrative and Travel Branch to help to define the strategy for the expansion of the offshored Unit and be responsible for the implementation.

The incumbent will reponsible for, and contribute to daily planning and delivery of quality, customer-focused, value for money administrative services.  He/She will provide significant and direct oversight, accountability, decision making and be heavily involved analytical work of the unit, and also steer/guide day-to-day activities, to ensure that the Global Services Team objectives are achieved in full through well-coordinated activities with quality outputs.

KEY ACCOUNTABILITIES (Duties and Responsibilities):

Under the administrative supervision of the Country Director (India) and the overall supervision of the Chief, Administration & Travel  RMMA, Management Services Division, in WFP HQ in Rome, Italy,  the incumbent of the position will be responsible to perform the duties outlined below:

·         Manage the expansion of the services undertaken in the New Delhi Global Service Centre  including options for transfer of additonal administrataives services from HQ to New Delhi office.

·         Be a member of the  Global Support Services Management team consisting of three Head of Units in New Delhi and responsible to work collaboratively with cross functional global units to achieve WFP’s strategic objectives. 

·         Contribute to and implement  the HQ strategy for a Customer service centre business model with direct responsibility for implementation and change of the business model.

. Develop annual plans, contribute to longer term strategies and improvements to policies, systems and procedures through strategic and technical expertise to ensure services provided are in compliance with corporate policies, standards, regulations and processes. 

Refine business requirements and actively contribute to evaluation of the technical solutions to identify one ticketing system to cover all administrative and travel services under single service catalogue and service management tool.

Review other administrative business processes/transactions at CO and HQs level, identify and recommend opportunities for process improvement, e.g. consolidation of transactional/repetitive processes and service delivery through Global Service Center, through solid business cases for informed decisions on RMMA.

Establish consolidated service catalogue for administrative services, for services delivered through Global Service Center, including SLA and OLAs, design and testing of business process in WFP corporate Service Management Tool.

Generated periodic reports from Service Management Tool, monitor SLA/OLA key performance indicators, evaluate service delivery, recommend and implement essential measures for further service improvement.

Oversee day to day operations of Global Travel office and any additional Administrative functions in New Delhi and guide, supervise, develop all team members to ensure transparent and efficient people management, effective coordination and collaboration between the team members to enable high performance in meeting the deadlines and goals.

Ensure that through the teams, customers receive a friendly professional and consistently high quality service helping to resolve various queries.

. Lead the development and implementation of standards, guidance and processes within the team, ensuring that effective quality control is in place to monitor adherence.

Accountable for financial resourse management, including staffing, continued development and training; contract management and performance of the team to ensure achievement of set objectives.

Faciliate the compliance of the services provided with the corporate policy;  monitor SLA and OLA compliance of the services; provides support to the team on policy interpretation and contributes to the provision of recommendations on improvement and changes.

Assist or negotiate contracts with vendors and service providers according to WFP policies and rules to ensure cost-effective services and of quality and timely services.

Responsible for the management of data and analytics. Carry out data analysis to provide management and stakeholders with the accurate information and reports for efficient planning and informed decisions.

. Support the management of change processes for the team ensuring that change initiatives focus upon improving performance and that the team remains engaged and motivated during change processes.

Build relationships and collaborate with cross-functional teams to align service activities with wider programmes and activities and ensure a coherent approach that enables efficient delivery.

Regularly evaluate and monitor policy, processes and procedures and provide analysis and recommendations to improve operational efficiency and effectiveness.

Evaluate the quality of staff performance through setting objectives,deliverables and review staff skills and knowledge to identify opportunities for improvement and staff development. 

.

Foster teamwork and communication amongst staff in the unit and across organizational boundaries to ensure a strong cohesive team and good relations with stakeholders

Deal with escalated enquiries and disciplinary issues.

Draft correspondence and internal procedural directives.

Perform other duties as required

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

  • Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
  • Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
  •  Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
  •  Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People

  • Look for ways to strengthen people’s skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
  •  Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
  •  Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
  •  Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance

  • Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
  •  Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
  •  Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
  •  Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership

  • Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
  •  Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
  •  Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
  •  Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

FUNCTIONAL CAPABILITIES

Capability NameDescription of the behaviour expected for the proficiency level
Business Support Services & ReportingApplies 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 EngineeringDemonstrates in-depth knowledge of internal controls and proper accounting procedures and systems to recommend improvements where necessary to address current weaknesses, mitigate risks to mission-critical WFP operations and maximise client satisfaction.
Resource Management for Administration and EngineeringOversees staffing for HQ and Field resources at the programme level, taking resource usage trends and forecasting data into account.
Specialised Knowledge in Administrative ServicesApplies 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 FocusProactively 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.

STANDARD MINIMUM QUALIFICATIONS

Education Qualifications:

Advanced University degree in Management or related field or University Degree with advanced training/courses in any of the following disciplines: Project Management, Business Administration, Management, Administration, Public Administration with required substantial years of related work experience in management/leadership roles. A certificate/diploma in Service Centre Management would be desirable.

 

Language:

Excellent writing and communication skills in English. Knowledge of any other UN language will be an added advantage.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

At least seven years of professional experience in administration or related industry at  management/leadership position. Have experience leading a mid-size to large cross functional teams to ensure effective delivery of objectives.  Experience of managing a service centre would be an advantage.  Strong experience working with MS Office (especially Word, Excel, Powerpoint); and familiarity with SAP ERP system would be advantageous.

Experience working in international organizations, embassies, multi-cultural environments is preferred. General knowledge of UN or WFP administration and travel policies, rules, regulations and procedures would be an added advantage

Expected Skills

A good understanding and grip on managing a team and peoples skills.

Has managerial/leadership skills & ability to work with high degree of autonomy.

Strong customer-oriented skills; develops and maintains good working relationships with staff at all levels.

Ability to analyze complex issues and propose solutions.

Has analytical skills, decision making, problem solving skills.

Strong ability to guide staff under his/her supervision,  motivate teams, develop staff, promote team spirit, and to realise quality team accomplishments.

Ability to understand policy issues, translate them into facts for decision making.

Ability to identify and develop opportunities for prospective expansion of services.

Ability to balance competing priorities, deadlines, and work  under pressure.

Ability to effectively communicate through multiple mediums.

A good understanding and grip on managing a team and peoples skills.

Has managerial/leadership skills & ability to work with high degree of autonomy.

Strong customer-oriented skills; develops and maintains good working relationships with staff at all levels.

Ability to analyze complex issues and propose solutions.

Has analytical skills, decision making, problem solving skills.

Strong ability to guide staff under his/her supervision,  motivate teams, develop staff, promote team spirit, and to realise quality team accomplishments.

Ability to understand policy issues, translate them into facts for decision making.

Ability to identify and develop opportunities for prospective expansion of services.

Ability to balance competing priorities, deadlines, and work  under pressure.

Ability to effectively communicate through multiple mediums.

Selection Process

Only candidates under serious consideration will be contacted.

 A written test will be used as a form of screening final shortlisted candidates for the interview.

Candidates qualifying the written test will be invited for personal interview.

Qualified Candidates will be required to provide, in advance, a scanned copy of the degree(s)/ diploma(s)/ certificate(s) required for this position.

This is a National Professional Officer position. Therefore, only applications of Indian nationals will be accepted

Salary and benefits

The annual net salary is approximately between Rs. 20-24 lakhs per annum after tax. 

The incumbent will be entitled to medical benefits as per WFP plan, pension and leave entitlements.

DEADLINE FOR APPLICATIONS

5 December 2018

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Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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 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.

Above texts are copied from UN WFP Official Web Page (WFP.org) 
Copyright 2018 © World Food Programme

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