UNWFP - Beirut - Administration Officer (Facility Management) SC 8

Job Purpose

Oversee the Management of WFP Facilities Countrywide while Implementing Global Greening Emissions Standards and Promoting Staff Wellness

Key Responsibilities (not all-inclusive, nor exhaustive):

Within delegated authority and under the direct supervision of the Head of Administration or his/her designate, the incumbent will be responsible for the following duties:

• 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.
• Support the development of annual plans and implementation of policies, systems and procedures to support WFP strategic objectives.
• Collate data and prepare data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
• 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.
• 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.
• Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
• Guide and supervise junior staff, acting as a point of referral and supporting them with analysis and queries.
• Maintain the partnership with WFP stakeholders, other UN agencies and local government offices.-
• Follow standard emergency preparedness practices to ensure WFP and identify creative solutions allowing WFP’s business continuity and emergency response 

Facilities Management:

• Analysis the reports on energy consumption generated on monthly, quarterly, and annually
• Assist CO-Admin colleagues for issuance and update guidelines and country-specific SoPs by the instructions outlined in the Facilities Management Manuals
• Regularly review and define all invoices relevant to management of WFP Facilities, maintenance, cleaning, conference services, etc..
• Oversee the establishment and relocation of WFP facilities in Country Office and Field Locations
• Undertake regular field visits for greening, wellness and reporting support
• Review recorded expenses and revenue and perform monthly reconciliation.
• Prepare upgrade plans for each relevant WFP facilities to meet quality standards
• Identify Collaboration opportunities with other UN agencies and establishment of Common UN Premises
• Maintain updated records on Facilities Management software such as ARCHIBUS and WINGS
• Manage in-house conference services, including catering and cleaning staff

Standard Minimum Qualifications:

Education: Advanced University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration or Bachelor’s degree with additional years of experience

Experience:  Five (5) years of progressively responsible experience with at least three (3) years of professional post-graduate experience in the field of Administration or Office Management

Language: Fluency in both oral and written communication in Arabic and English. Fluency in French is an advantage.