Administration Officer

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.

We are recruiting to fill the position below:

Job Position: Administration Officer

Ref: JR113465
Job Location: Maiduguri, Borno
Employment Type: Full Time

The Role

• 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.

Key Accountabilities (not all-inclusive, within delegated authority)

• Assist with the preparation of Management Services components of WFP’s Country Strategic Planning (CSP) and Resource Planning aligned with country and wider WFP’s strategies and policies to facilitate efficient and effective service delivery.
• Support preparation of functional annual plans and implementation of policies, procedures, processes, standards, and systems to support WFP’s strategic objectives.
• Collate data and prepare basic analysis to support efficient planning and decision-making.
• Assist in the identification of requirements pertaining to resources aiming at efficiency, cost-effectiveness, and timeliness of operations and services.
• Maintain working relationships with WFP’s internal and external stakeholders, other UN agencies and government entities ensuring relevant exchange of data and identifying areas of potential improved alignment of operations and cooperation.
• Provide suggestions for improvements to services and facilities related to Occupational Safety and Health (OSH).
• Support a culture of environmental sustainability by role modelling actions that drive sustainability in all activities.
• Utilise digital tools and applications to their fullest potential collaborating with technical experts to effectively adopt innovative technologies, thereby enhancing operational workflows and customer service.
• Assist with the preparation and implementation of UN Reform related inter-agency initiatives to achieve cost savings and enhance service quality.
• Support field missions by documenting issues/gaps and proposing solutions in the relevant services or products of responsibility.
• Support the organisation and design of learning initiatives to build capacity of WFP staff and partners to improve their understanding of Management Services regulations, policies, procedures, processes, standards, and systems.
• Follow standard emergency preparedness and response practices to support WFP to quickly deploy the needed resources to affected areas.
• Other as required.

Qualifications and Experience
Education:

• Advanced University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration and one year of managerial and professional proven experience, or First University degree with 3 years of proven managerial and professional proven experience and/or training/courses.

Desired Experiences for Entry into the Role:

• Has some experience and/or training in at least one Management Services line of business (for example management of assets, facilities, fleet, travel, or other).
• Has experience in deriving insights and conclusions from data, trends, and performance metrics.
• Has Experience managing guesthouse and guesthouse booking processing, E-Invoicing through the digital booking hub; expenditure tracking and processing invoice
• Has gained experience in administration.
• Has demonstrated a high level of proficiency in WFP administrative operating standards in day to day work.
• Has provided coaching or training to new staff members within area of expertise.

Language:

• Fluency (level C) in English language and the duty station’s language, if different.

More About You:

• Educational Background: A bachelor's degree in business administration, management, engineering or a related field.
• Relevant Experience: Proven experience in administration, office management, or related roles, preferably in international organizations or NGOs.
• Organizational Skills: Strong organizational and time management skills, with the ability to handle multiple tasks and deadlines effectively.
• Communication Skills: Excellent written and verbal communication skills, with experience in drafting reports and correspondence.
• Interpersonal Skills: Ability to work collaboratively in a team environment and establish positive relationships with colleagues and stakeholders.
• Problem-solving Ability: Strong analytical skills to identify issues and propose effective solutions in administrative processes.
• Technical Proficiency: Proficiency in Microsoft Office Suite and familiarity with administrative software and tools.
• Attention to Detail: A keen eye for detail to ensure accuracy in documentation and reporting.
• Cultural Sensitivity: An understanding of and respect for diverse cultures, with experience working in multicultural environments.
• Adaptability: Flexibility and willingness to adjust to changing priorities and challenges in a dynamic work environment.
• Commitment to WFP Values: A strong commitment to the mission and values of the World Food Programme, including integrity, professionalism, and a focus on humanitarian principles.

Additional / Nice to Have:

• Language Skills: Proficiency in additional UN languages (e.g., French, Spanish, Arabic) is an asset.
• Experience in Humanitarian Contexts: Previous experience working in humanitarian or emergency response settings.
• Knowledge of WFP Policies: Familiarity with WFP’s operational policies, procedures, and guidelines.
• Project Management Skills: Experience in project management or coordination, including the ability to support cross-functional teams.
• Financial Management Experience: Understanding of budgeting and financial reporting processes.
• Technical Skills: Experience with data management systems or administrative software specific to the UN or international organizations.
• Training and Capacity Building: Experience in training staff or conducting workshops on administrative processes.
• Networking Skills: Ability to build and maintain relationships with external partners and stakeholders.
• Innovative Thinking: A track record of proposing and implementing process improvements or innovations in administrative practices.