Administration Officer (Protocol) NOA, Abuja

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 WFPs strategy.

STANDARD MINIMUM QUALIFICATIONS

Education:
University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration.
Language:
International Professional: Fluency (level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or Portuguese (a WFP working language).
National Professional: Fluency

KEY ACCOUNTABILITIES (not all-inclusive)

1. Contribute to a WFP country plan, including administrative processes, aligned with country and wider WFP strategies and policies to facilitate efficient and effective administration services.
2. Support the development of annual plans and implementation of policies, systems and procedures to support WFP strategic objectives.
3. Collate data and prepare data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
4. Support management of existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and assist in identification of new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
5. Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy.
6. Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
7. Guide and supervise junior staff, acting as a point of referral and supporting them with analysis and queries.
8. Maintain the partnership with WFP stakeholders, other UN agencies and local government offices.
9. Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
10. Other as required.

OTHER SPECIFIC JOB REQUIREMENTS

1- Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices in particular:
Support to the strengthening of relations with the authorities of the host country (Nigeria); liaise and negotiate with the UN Diplomatic Representation in Nigeria, the Nigerian Ministry of Foreign Affairs and the Ministry of Interior on accreditation and issuance of appropriate ID cards/or permits of stay for WFP staff, their dependents, and domestic staff/helpers.
Provide protocol services to the VIP, Senior Management of WFP Nigeria office and Sub-offices (e.g., by facilitating airport transfers, ensuring protocol coverage for official activities).
As part of the joint UNCT efforts, liaise with relevant UN agencies and local authorities on matters relating to diplomatic privileges and immunities, establish strong operational relationships to enhance and facilitate the efficiency and effectiveness of WFP operations (e.g., issuance of diplomatic license plates, approval of tax exemptions, special permits to import vehicles and management of tax-free fuel cards).
Monitor the implementation of the Basic Agreement, immunities, privileges, and derogations granted to country offices in the region and to staff in close collaboration with the Headquarters and Legal Service.
Liaising with Government Officials (Ministry of Foreign Affairs, Ministry of Internal Affairs) for buying, importing, selling, exporting official and personal vehicles, getting license plates.
Liaising with MoFA for appointments with the high-level Government official.
2- Manage the existing resources around Protocol in line with existing procedures and regulations by ensuring effective management and strengthening of the overall Protocol function and related services within the Office and Sub-Offices.
Facilitate the compliance of services provided and contribute to the provision of recommendations for improvements/changes for further efficiency gains.
Coordinate, organize and supervise the work of Administrative Assistants to ensure that requests are processed with minimum delay and in lien with corporate policies and procedures.
Provide effective support and oversight to Sub-offices for protocol related areas of work for agreements with host governments, systems, and processes.
Support Capacity building of WFP Staff and partners through the organization / design of trainings, workshops, and cross-fertilization.
3- Carry out complex data analysis and reporting to provide management and clients with the accurate information and reports for efficient planning and decision making:
Ensure compilation accurate data and provide analytics on services provided by the Privileges, Immunities and Management Services Office for monitoring purposes, recommending improvements in procedures and processes where necessary.
Keep abreast of national and international laws pertaining to the host country agreement in relation to privileges and immunities; research, monitor and analyze best international Page 3 of 5 Last revision: 1 April
diplomatic practices on privileges and immunities, providing substantive input and recommending updates of current procedures and guidelines.
Support the design and content development of briefings and other documents related to privileges and immunities. Brief staff on privileges and immunities and clear separation documentation related to this area. Manage online systems related to the provision of services; recommend improvements, updates
4- Promote the implementation of corporate policies and initiatives relating to Management Services.
Maintain a detailed knowledge of all Airport facilities, Procedures and Services as offered by Nigerian airports Authority.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience. Internal Controls & Risk Management for Administration and Engineering Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction. Resource Management for Administration and Engineering Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Specialised Knowledge in Administrative Services Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise. Customer Focus Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.