Jobs at World Food Program (WFP)

JOB PURPOSE

To provide coordination, administrative services and research to support the efficient and effective procurement services.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the overall guidance of the Head of Unit, the incumbent will provide operational coordination, administrative services, and research to support efficient and effective procurement services. More specifically, the incumbent will have the following responsibilities:  

• Provide support to food and non-food procurement activities in the bureau and for country offices in the region.
• Provide operational guidance and oversight of regional procurement activities
• Research, collect and analyse data and produce reports to enable informed decision-making by Procurement Officers.
• Prepare in-depth data analytics and statistics on food and G&S purchases for the unit reports and alert HoU and/or the key stakeholders on the urgent actions required based on the data generated from the e-platforms.
• Consolidate data and draft presentation materials for the unit engagements.
• Maintain relationships with internal counterparts to support the alignment of procurement activities with wider programs and ensure a coherent approach to meeting food assistance needs.
• Serve as a backstopping resource for country procurement functions to support during short-term high volume and staffing gaps.
• As required, support in developing annual procurement plans to facilitate program implementation and improved value for money.
• Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.        
• Conduct monthly randomized reviews of procurement activities, focusing on irregularities, gaps in the consistent application of internal controls, and ineffective reviews/approvals by senior staff.
• Organize knowledge sharing and training sessions to enable country procurement staff to exchange on best practices, latest procurement policies, and changes in the Procurement Manual.
• Develop performance dashboards to inform decision making, liaising with HQ/TEC on innovations, including digitalization and simplification of procurement procedures.
• Perform other related duties as required

STANDARD MINIMUM QUALIFICATIONS

• Education: A diploma in procurement and supply chain/CIPS, accounting and finance, statistics, or related functional areas.
• Experience: At least three years of professional experience in procurement operations or other related areas.
• Experience working in a multicultural and fast-paced environment is an added value.

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KEY ACCOUNTABILITIES

• Lead, empower, coach, motivate the HR operations team to become a customer-oriented, effective, innovative and data-driven HR operations team.
• Supervise the wide range of HR queries and follow up actions, to ensure consistent, high-quality and timely HR services are delivered to employees through their entire WFP employee lifecycle from appointment through separation.
• Enhance and strengthen the personalized communication for employees and take an employee/internal customer-centric approach.
• Ensure timely HR briefings on contract modality and related benefits are delivered to new joiners or colleagues changing contract modality.
• Ensure the employees/staff are informed about any changes in entitlements, benefits and terms of services in a timely and comprehensive manner.
•  Keep themselves abreast of latest trends in terms of HR operations management and HR systems roll-out to ensure they continuously improve and simplify the way the HR processes are administered.
• Identify evolving needs of the organization and recommend changes in HR processes and procedures. Obtain the required approval and buy-in and implement the changes in HR services successfully in line with HQ efforts to streamline and digitalize HR function.
• Review and compile a variety of data in close collaboration with the different HR team members to deliver HR/People data analysis on a quarterly basis. This analysis should be carried out in a savvy manner leveraging software that avoid manual work. These analyses will support CLT (Country Leadership Team) and HR Head to make well-informed decisions.
• Ensure an updated and 100% accurate organizational structure is shared with CLT on a monthly basis.
• Ensure all HR processes related to contract management (all contract types included), payroll, time management, benefits and pension management, HR letters, UNLPs, separations, medical evacuations, medical insurance, etc are delivered in a timely, accurate and compliant manner.
• Ensure all HR data is inserted and updated timely and accurately in HR management systems. Monitor independently ensuring compliance with the established deadlines and accuracy of HR data.

MINIMUM QUALIFICATIONS

• Education: Completion of first-level university degree
• Experience: Relevant experience in managing HR Operations and HR administration tasks. Ideally, minimum three years’ experience managing teams with outstanding leadership and coaching skills.

Knowledge & Skills:

• Good understanding of key HR operational principles and best practices
• Great listener, strong client-orientation and proactive problem-solver
• Excellent inter-personal skills and ability to operate in an international, multicultural environment. Ability to create trust with employees/managers and deal with confidential information with integrity.
• Very analytical, with strong quantitative skills and an ability to collect actionable insights from people / HR data.
• Naturally organized and able to effectively manage multiple work streams in parallel.
• Proactive, positive, and collaborative. A team player with a hands-on mentality and a ‘no task is too small or big’ attitude.
• Demonstrated ability to deliver timely high-quality deliverables
• Proficient user of HR ERP systems (e.g. SAP, Oracle, etc.)
• Proficient user of MS Office, including SharePoint, Excel and PowerPoint
• Experience in leading changes with a strong drive and motivation to improve our HR services on an ongoing basis.
• Flexible attitude towards shifting tasks and responsibilities