Administration Associate G6, WFP Regional Office in Cairo

.

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.

TERMS AND CONDITIONS

• JOB TITLE: ADMINISTRATION ASSOCIATE


• TYPE & LEVEL OF CONTRACT: FIXED TERM / G6
  - DURATION & START DATE: ‎1 YEAR - RENEWABLE


• UNIT/DIVISION:* * ADMINISTRATION


• DUTY STATION (CITY, COUNTRY): REGIONAL BUREAU IN CAIRO (RBC), CAIRO, EGYPT

ABOUT WFP

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.

WHY WORK AT WFP?

SAVING & CHANGING LIVES ❤
Make a difference the world will notice.
We are driven by our mission to fight world hunger and feed people 's dreams
of a brighter future.

GLOBAL COMMUNITY
Build bridges that unite people across the world.
Being part of a global, diverse and multicultural community like WFP, will
continuously expose you to new ideas and perspectives.
How we deliver our mission in deep respect for personal and cultural
differences and close collaboration between every member of our global team,
will certainly enrich your experience and knowledge on so many levels.

UNLIMITED POSSIBILITIES
Unlock possibilities you never thought you'd find.
WFP goes anywhere it is needed and does whatever it takes to get the job done.

LIFE-CHANGING EXPERIENCE
Reach beyond yourself and discover your true potential.
WFP offers the kind of life-changing experiences you 're unlikely find in many
other organizations.

Join us to make a difference
Watch this video to know more about us!!
Link: https://www.youtube.com/watch?v=3mzGbaRAhz8 &feature=youtu.be

JOB PURPOSE

To support the administrative operations within the Regional Bureau in Cairo,
through coordinating and controlling a full range of administrative services
in the areas of Asset Management, Protocol and Events Management ensuring
accurate implementation of WFP policies and procedures and further ensures
that these services are delivered and maintained effectively in a customer
centric manner.
The successful candidate is expected to demonstrate responsibility and
initiative to respond independently to queries with only general guidance.
They have responsibility for undertaking specialised business support work,
such as organisation and coordination of work. There is also a requirement to
use judgment in dealing with unforeseen problems on a daily basis.
The successful candidate will be reporting to the Administration Officer.

KEY ACCOUNTABILITIES (not all-inclusive)

• Verify resource requirements in the area of responsibility (assets management, events management and protocol services), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services


• Assist Admin Officer in planning and monitoring regional exercises and support the regional role of the Regional Bureau through providing support and guidance to various Country Offices in areas of work as required


• Contribute to the development and update of administrative process including the Standard Operating Procedures to guide delivery of services within the areas of responsibilities


• Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources


• Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required


• Coordinate on implementation and monitor progress of already planned projects within the regional office and on a regional level


• Plan, organise and execute high end quality events, working closely with colleagues and external partners to ensure smooth flow of operations and the delivery of an exemplar customer centric experience


• Identify evolving needs, gaps and recommend changes in the Administration procedures in the areas of responsibilities to support improvement


• Provide training and guidance to staff in interpretation of administrative policies and processes, as well as in the use of corporate systems to ensure consistency and efficiency of services provided to all clients


• Respond to a range of queries related to the provision of administrative services in order to resolve daily issues


• Identify complex, sensitive subjects, as well as priority issues which require special treatment that need to be brought to the supervisor's attention


• Perform other duties as required

STANDARD MINIMUM QUALIFICATIONS

Education:
Completion of secondary school education, preferably supplemented by a
university degree in Business/Public Administration, Commerce, Management or
other related field.

Experience:
* Six or more years of work experience in general administration work.
* Direct experience in asset and event management and protocol services is highly desirable.
* Extensive experience with ERP systems is an added advantage
* Experience in project coordination and implementation with diverse stakeholders, and providing training to different audiences is required

Knowledge & Skills:
* Demonstrate subject matter expertise in two of the following areas: managing assets, Events management, formal correspondences and trainings
* Proficiency in MS Office (Word, Excel and PowerPoint)
* Ability to build relationships and effectively collaborate with a variety of individuals across functions and from different backgrounds
* Strong analytical skills with high attention to detail and high level of accuracy
* Flexible work style and customer centric approach to the work in hand coupled with strong written and verbal communication skills
* Ability to proactively identify and recommend areas for improvement to the design and delivery of various administrative services
* Ability to think, execute on multiple projects simultaneously in an organised manner and maintain result-oriented approach
* Technology Savvy with ability to think out of the box and come up with innovative ideas to enhance service delivery in the areas of expertise.
* Team player and problem solver with strong initiative and willingness to learn, actively seeking and using feedback to improve self and work in hand
* Specialised knowledge of the application of common business processes, practical business support methods, procedures and systems used in areas of Administration and management, gained through technical training and work experience
* Ability to analyse and interpret financial data and plan budgets
* Ability to maintain confidentiality.

Languages:
Fluency in both written and spoken English (level C) and Arabic.

FUNCTIONAL CAPABILITIES

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
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
Monitors trends in staffing and resource usage to anticipate and escalate
potential issues to programme leaders and key clients.

Specialised Knowledge in Administrative Services
Demonstrates a broad or specialist knowledge of administration best practices,
techniques and processes, and a good grasp of WFP standards, processes, and
infrastructure in area of responsibility; applies this to ensure the provision
of efficient and effective administration services.

Customer Focus
Monitors and supervises administrative work against the established standards
and protocols for service excellence. Ensures that customer problems are
identified and resolved.

DEADLINE FOR APPLICATIONS

Interested candidates are invited to submit their application no later than
Saturday, ‎4 June ‎2022.

.

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.