Functional Roster – Admin Assistant

DEADLINE FOR APPLICATIONS

13 April 2025-23:59-GMT-04:00 Atlantic Standard Time (Barbados)

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive, diverse, and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

The candidate will play a pivotal role in supporting emergency response efforts in countries affected by shocks and disasters, starting within the first 24 hours after a disaster strikes. The responsibilities will include the rapid planning and coordination of emergency activities, ensuring that immediate administrative and operational needs are met. This will involve delivering high-quality, customer-focused administrative services, managing tasks to mobilize resources, establishing communication channels, and supporting response teams on the ground, all to enable staff in Multi-Country Operations (MCO) to quickly and effectively assist beneficiaries.

• KEY COMPETENCIES

• Experience in crisis management, including anticipating challenges and adjusting operations to meet immediate needs.
• Ability to respond quickly and efficiently within the first 24 hours of a disaster, ensuring the timely deployment of resources and coordination of emergency operation
• Ability to work under pressure and adapt plans as the situation evolves, ensuring the effective coordination of activities
• Ability to manage competing priorities and deliver essential services in a time-sensitive and fast-paced environment
• Ability to establish and maintain clear communication channels among teams and partners to ensure everyone is aligned in the response efforts
• Flexibility to adjust working hours or locations based on the evolving needs of the emergency response.
• Strong attention to detail in managing administrative processes, ensuring accuracy in reporting, documentation, and compliance with corporate deadlines and standards.
• Proficient in use of office equipment and computer software packages such as Microsoft Office Suite.
• General knowledge of World Food Programme (WFP) programs and operations is an added advantage, enabling better understanding and alignment with organizational goals during emergency response

• SPECIFIC TASKS

• Assist in the immediate setup of administrative operations within the first 24 hours after a disaster.
• Assist in the organization and setup of emergency response offices, including providing support to field staff as required.
• Prepare one pager admin quick guide for deployed staff
• Help manage accommodation, transportation, and other administrative needs for response team members
• Process emergency travel related request within 24 hours upon receipt
• Maintaining an updated inventory of emergency supplies and ensuring that all necessary resources are available for the response teams.
• Support the management of daily correspondence related to emergency response activities.
• Ensure staff deployed has the necessary visa/permit prior arrival
• Ensure deployment bags are equipped and all items are usable
• Assist in compiling financial and operational documentation to ensure compliance with reporting and auditing standards
• Coordinate with local suppliers, transportation providers, and other partners to ensure that administrative needs are met during the emergency response.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit
• Perform any other related activity as assigned by immediate supervisor.

WFP LEADERSHIP FRAMEWORK

 

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

 

REASONABLE ACCOMMODATION

 

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

NO FEE DISCLAIMER

 

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

 

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

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.