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.
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.
Type of Contract : Fixed-Term (G5)
Organizational Unit : Administration Unit
Location : New Delhi, India
Duration of Employment : 1 Year (Renewable)
Reporting to : Deputy Country Director
This position is based in India Country Office (CO). The incumbent will report to Deputy Country Director for Non-Food Items (NFI) procurement and Senior Administrative Associate for Administrative functions.
The incumbent is expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices and should be able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative and Non-Food Items (NFI) procurement practices.
KEY ACCOUNTABILITIES (not all-inclusive)
Make duty travel arrangements for staff: Process, create/review all Trip Documents and claims in WFP Corporate Software WINGS related to Duty Travel (Domestic/International) for CO and Global Support Services units as per established WFP Travel Policy, Country Office Standard Operating Procedures. Coordinate with officially contracted travel agents and staff for CO, GSS units at the duty station and outside of assignment for duty;
Assist in issues relating to visas, hotel bookings, travel insurance etc.
Be a first point of contact for internal queries and in consultation with the Senior Administrative Associate facilitate the provision of efficient and effective resolution of daily administrative issues to GSS units in Gurugram and CO in New Delhi including routine protocol, custom duty exemptions, security related issues etc. Escalate where appropriate to/through Senior Administrative Associate and Security Focal Point any administrative and Security related issues.
Collate and process information including dissemination to support the production of standard administrative documents and reports for the unit, to enable decision-making and the effective management of resources.
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.
Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
Non-Food Items (NFI) Procurement (Above US$ 5,000/-)
Under the overall supervision of Supply Chain Officer Perform administrative procurement activities in a timely and efficient manner in the acquisition of goods and services of value above US$ 5,000/- as per established procedures under WFP Goods and Services Manual
Liaise with vendors and requesting unit in the alignment of procurement activities. Use corporate softwares IN-TEND and WINGS for formal tendering process as and when required. Update vendor and other databases related to NFI procurements.
Coordinate meeting of Local Purchase and Contracts Committee for procurements and document the minutes of the meeting for approval by the procurement authority.
Generate duty travel and Non-Food Items Procurement related reports and draft correspondences related to areas of responsibility.
Any other administrative functions that may be assigned as and when required.
4Ps CORE ORGANISATIONAL CAPABILITIES
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.
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.
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.
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.
STANDARD MINIMUM QUALIFICATIONS
Experience: Five years of work experience in the field of administration and Non-Food Items (NFI) procurement.
Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work.
Has supported in providing ad-hoc guidance to new staff members.
Education: Completion of secondary school education. First level university degree is desirable.
Language: Fluency in both oral and written communication in English is required. Knowledge of Hindi language is an asset.
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
Only candidates under serious consideration will be contacted. A written test will be used as a form of screening. In the event your candidature is retained for an interview, you will be required to provide in advance a scanned copy of the degree(s)/diploma(s)/ certificate(s) required for this position.
This is a national position therefore applicants who are not nationals of India will not be considered.
Mode of Engagement:
The salary for this position is INR. 7,84,918/- per annum, non-taxable (subject to medical and pension deduction). The incumbent will be entitled for benefits related to medical, pension, leave as per WFP policy.
WFP is committed to promoting diversity and gender balance. WFP adheres to “zero tolerance policies” in the workplace.
Applications for the positions are to be submitted online on the E-recruitment links as mentioned below: https://www1.wfp.org/careers/job-openings
Note: Candidates are requested to create an account in the system before applying. Candidates curriculum and applications will be registered and allows them to update their profile and apply for a job through WFP careers website.
DEADLINE FOR APPLICATIONS
Vacancy Closing Date: extended upto 06 March 2020
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.