Administration Associate Vacancy-Job Ref: GJTRWFP/2702/202481

Administration Associate Vacancy-Job Ref: GJTRWFP/2702/202481
Mersin (Turkey)

JOB DESCRIPTION
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.

BACKGROUND AND PURPOSE OF THE ASSIGNMENT: Enhance the operational efficiency and effectiveness of WFP’s administrative services by optimizing resource utilization, maintaining a safe and comfortable working environment, and ensuring accurate data management. This involves continuously improving administrative processes, facilitating informed decision-making through data compilation and reporting, and providing training and guidance to staff for consistent and efficient service delivery. Coordinate and lead a motivated team to meet objectives, adhering to all relevant regulations, policies, and procedures for seamless administrative operations.

STRATEGIC OBJECTIVE/ACTIVITY

The Administrative Associate plays a pivotal role in orchestrating and delivering top-notch, client-centric, and cost-effective administrative services that encompass the entire scope of cross-border operations. The Administrative Associate will work in Mersin and reporting to Head of Admin Unit Mersin office

KEY ACCOUNTABILITIES (not all-inclusive)

1. Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
2. Responsible for provision of services such as facilities management, travel, protocol and light vehicle management 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.
3. Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
4. Contribute to planning, 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.
5. 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.
6. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
7. 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.
8. 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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area.

Language: Fluency (Level C) in oral and written communication in English and Turkish. Knowledge of Arabic is an Asset

Experience:

Six years of relevant experience working in admin or related activities
Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day-to-day work
Has provided ad-hoc guidance to new staff members.

KNOWLEDGE & SKILLS

Proficiency in Windows, MS Office (Word, Excel, Powerpoint, Outlook)
Behavioral competences such as Action Management, Client Orientation, Cognitive Capacity, Innovation, Partnering and Teamwork
Ability to proactively identify and recommend areas for improvement to the design and delivery of administrative services
Ability to build relationships with a variety of individuals across functions
Ability to maintain confidentiality
Experience in maintaining corporate systems and running queries on office administrative activities from operational and accounting point of view.
Experience in administering third party service providers’ and accounts receivable.
Experience in using ERP (SAP MM – External Services Management Module).
Experience in financial planning, budgeting for office admirative and reporting.
Experience in working in the humanitarian/non-profit field.

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