Administration Assistant (Accommodation Manager) G5 - Fixed Term - Maputo
World Food Programme (WFP)
Maputo (Mozambique)
Grade: G5, General Support
Close on 23 Apr 2021
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Added 3 days ago
Job Description

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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.

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.

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.

The Accommodation Manager will be responsible of the admin tasks related to the area of the Accommodation Management of WFP compound in Maputo and to provide support to the Facility Management team in CO.

The assignment needs to be oriented to continuously improving the standards of the Accommodation service and engineering projects regarding quality standards, financial and environmental sustainability.

The Accommodation will report to the Head of Facility Management team.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate

At this level job holders are expected to take responsibility for the completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff

This position will be with WFP Mozambique Country Operation (CO) and requires the engagement of an Accommodation Manager within the Facilities Management team.

The Facility Management Team creates and manages safe and efficient infrastructures to allow the best working/living conditions possible for WFP staff. The team needs to deliver innovative services to enhance, maintain, and sustain the workspaces. Working towards consistently introducing the industry-leading best practices within Facility Management and contributing to making WFP a great place to work and where employees can thrive.

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KEY ACCOUNTABILITIES (not all-inclusive)

  1. Managing the work of the compound maintenance team to deliver activities related to administration, maintenance, gardening, cleaning of the Compound premises;
  2. Establish standard maintenance plans and coordinate preventive maintenance as well as proposing extraordinary maintenance interventions, if needed; monitor the performing of all regular maintenance checks and record them for future references whenever needed;
  3. Supervising and manage the performance of external suppliers to ensure quality and reliable services to all residents;
  4. Running the Accommodation Service, recording expenses and revenues, and reporting on accommodation-related expenses, ensuring cost-effectiveness;
  5. Produce weekly/Monthly/Yearly action plans to improve Compound conditions and prepare reports making written recommendations;
  6. Respond to clients requests, opening and closing work-orders to meets clients needs within the area of responsibility;
  7. Overseeing and agreeing contracts and providers for services including security, parking, cleaning, and so on;
  8. Ensure control of stocks available in the compound and produce a monthly report stating the existence. This includes proper and timely replenishment of stocks to avoid shortages;
  9. Ensuring that facilities meet government regulations and environmental, health and security standards;
  10. Overseeing any type of intervention/installation/renovations/refurbishment project at Compound;
  11. Perform other related duties as required by the Head of Facility Management unit or Head of Support Services.
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ADDITIONAL KEY RESPONSIBILITIES

  1. Issuing booking, occupancy, and invoicing reporting on a monthly basis;
  2. Prepare contracts/accommodation agreement;
  3. Check the provision of a range of services, including facilities management and maintaining information, to contribute to the provision of a safe and comfortable environment for residents;
  4. Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources;
  5. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required;
  6. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources;
  7. Be a first point of contact for Compound internal queries to facilitate the provision of efficient and effective resolution of daily admin issues;
  8. Support in improving the environmental performance of WFP Mozambique Operation, including safe waste disposal procedures, energy efficiency measures, and in terms of Municipal solid waste (MSW) identifying the best options in terms of recycling possibilities in-country and outside.
  9. Create and maintain updated SOP/Manuals related to the compound management;
  10. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education with post-secondary certificate in the related functional area. Desired University degree in Engineering, Architecture, Facility Management, or other relevant field relating to accommodation management and administration.

Language: General Service (Field): Fluency in both oral and written communication in Portuguese and English

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

  • Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
  • Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
  • Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
  • Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

  • Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
  • Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
  • Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
  • Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

  • Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
  • Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
  • Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
  • Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

  • Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
  • Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
  • Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
  • Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
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DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • Relevant experience in implementation of maintenance plans/ management of infrastructure/ Construction Project management (including preparation of bill of quantities and supervising civil works);
  • Has demonstrated ability in managing repair and maintenance program, including procuring of services and their quality control;
  • Exhibits ability to convert team macro goals and business plans into clear actions to support the implementation of the teamwork;
  • Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability in the context of a large/medium size organization;
  • Has demonstrated a knowledge of administration best practices, techniques and processes, and be capable to apply this to ensure the provision of efficient and effective administration services;
  • Has provided coaching or training to new staff members within area of expertise;
  • Has demonstrated an ability to perform administrative activities in line with large/medium size organization operating standards through day to day work.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level
Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights.
Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.
Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

TERMS AND CONDITIONS

Type of contract: Fixed Term G5

Duration: One year renewable

DEADLINE FOR APPLICATIONS

No later than: 23.04.2021

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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.

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