National Administration Officer(General Admin & Procurement) - NOA

Job Description

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 PURPOSETo 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 the Area Office work plan, by supporting the development of Administration unit work plan and implementation of policies, systems, and???????procedures to support WFP strategic objectives.2.??????????Participate in the establishment of the Area Office annual procurement plan and the identification of potential vendors and local suppliers to enable WFP to???????maximize the value of goods and services delivered through Micro Purchase Orders (MPOs).3.??????????Work in close collaboration with cross-functional units to implement Area Office procurement activities in accordance with the Procurement plan or whenever????????the need arises.?Prepare accurate and timely reports for ongoing procurement activities, including NFI stock control reports.4.??????????Participate in the assessment of Administrative expenditure (office premises, assets, travel, stationery, office furniture, and office supplies, etc.) and Non-Food????????Items (NFI) for previous years, to facilitate the preparation of budgetary plans.5.??????????Support the management of existing resources in areas of responsibility (Facilities, Assets, and Travel Management), and assist in the identification of new???????requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.6.??????????Support the implementation of WFP official systems in the office e.g. GEMS, GEMS Mobile, FMS, Archibus, etc; draft correspondences and internal procedural???????directives relating to administrative matters and ensure WFP?s administrative resources are fully and properly accounted for and that internal control systems are???????adequate and functioning.Other Key accountabilities7.?????Facilitate the compliance of services provided (Facilities, Assets, and Travel Management); with the corporate occupational and Health policy.8.?????????Support the execution and renewal of Administration service contracts, facilities lease agreements, and MoUs for WFP Premises, UN shared premises / Common??????services.9.????????Ensure proper management of staff travel and light vehicle fleet by verifying expenditure allotment for proper accountability of fund allocation.10.??????Liaise with Area Office travel focal point to ensure protocol activities are well coordinated in partnership with key focal points at Country level.?11.????Adapt and update administrative procedures, support the implementation of Standard Operating Procedures (SOPs) in order to contribute to the continuous????????improvement of administrative services in the area of responsibility.?Other Key Accountabilities12.????????Support the analysis of various data and compile/prepare reports in order to contribute to the provision of accurate information for informed decision-making???????and to support the effective and timely management of WFP resources.13.????????Promote the Use of WFP corporate information management systems such as GEMS, GEMS Mobile, FMS, Archibus, ITS, etc; to analyse information for???????management reporting.14.????????Follow standard emergency preparedness practices to ensure WFP can quickly respond and deploy food and needed resources to affected areas at the onset of???????the crisis.15.????????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.16.????????Supervise staff under areas of responsibility and perform any other duties as required by Management.17.????????Others as required

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