Administration Officer Sc-8

5 days ago

Jakarta, Indonesia World Food Programme Full time

**.**:
**ORGANIZATIONAL CONTEXT**:
These 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.

**KEY ACCOUNTABILITIES (not all-inclusive)**:
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, items within WFP storage, PPE items, filing in outsourced storage facility, 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.Ensure supervision of the administration staff for the provision of efficient administrative and protocol services for achieving the following results:
10.Proper management of WFP assets, facilities and administrative services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the Country Office’s assets.
11.Compliance with up-to-date government regulation on visas, tax, custom clearance, etc.
12.Compliance with WFP rules and regulations through annual admin self-assessment checklist.
13.Represent WFP to participate in Operations Management Team (OMT) and to update Country Director for agreed new initiatives among UN Agencies including common service budget, etc.
14.Supervise the schedules of drivers, internal coordination and their performance including to ensure day to day vehicle operation to ensure the regular maintenance of the vehicle and update database on FMS system.
15.Close supervision on protocol matters i.e., coordination with State Secretariat Ministry, Ministry of Foreign Affairs on visa and stay permit arrangements and Custom Clearance for export, import and personnel effects, VAT Exemption process with State Secretariat Ministry and Tax Office (BADORA).
16.Focal point for Business Operation Strategy (BOS) for WFP and participate in the regular BOS meeting and update in the system.
17.Focal point for Country Common Premises Initiative and participate in the Country Premises Working Group and regular monitoring and update in UN INFO system when required.
18.Participate in regular meeting of Admin Working Group and update Country Director on government regulations on protocols, Covid-19 quarantine and travel regulations.
19.Ensure annual physical inventory is performed in effective manner and disposal of WFP of assets in compliance with WFP rules and regulations.
20.Act as main focal point for Medevac process related to protocol related matters and required coordination.
21.Ensure that day to day regular admin services are effectively managed for WFP Jakarta office including timely submission of bills for regular admin services.
22.Ensure maintenance of office food emergency stock, first aid kit and office consumables.
23.Perform other duties as required.

**4Ps CORE ORGANISATIONAL CAPABILITIES**:
This section is optional to describe additional responsibilities & knowledge required for the specific job.

**FUNCTIONAL 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 share

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