JOB PURPOSE

To coordinate and provide high quality, client-focused and value-for-money oriented administration services.

KEY ACCOUNTABILITIES (not all-inclusive)

1.   Verify resource requirements in the area of responsibility (WFP travel, Protocol, 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 the provision of services such as 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.   Fleet management- Supervise the drivers & monitor their performance to ensure proper use and monitoring of maintenance & fuel consumption of vehicles for the best interest of the agency, respond to official requests for vehicles, and allocate efficiently.

4.   Act as GPS tracking system focal point and issue monthly driving performance reports. 

5.   Act as Fleet Management System ( FMS) and Humanitarian Hub focal point maintaining proper fleet reports (fleet performance data analysis (utilization, operating costs, etc.).

6.   Responsible for all actions related to fleet Lease, vehicle maintenance and vehicle insurance. 

7.   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.

8.   Support in the implementation of new strategic initiatives related to UN joint operating procedures such as Carpooling and UN Fleet. 

9.   Supervise the travel and protocol team and oversee the travel and protocol processes to ensure information is organized and readily available for staff and compliant with all relevant regulations and policies. 

10.   Liaise with key people in government to ensure smooth transactions of all protocol-related requests. 

11.   Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices, and represent WFP in different meetings/working groups.

12.   Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues. 

13.   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, procedures, and performance plans. 

14.   Provide training and guidance to staff in the interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.

15. Any other duties 

Skills

STANDARD MINIMUM QUALIFICATIONS

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

EXPERIENCE: 6 years of experience in the related functional area.

LANGUAGE: Fluency in both oral and written English.