Administration Assistant SSA, L5

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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 United Nations 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. Food assistance extends well beyond the traditional view of "food
aid" as transfers of food commodities to hungry people.
It seeks not only to save lives and protect livelihoods in the short term, but
also to combat the root causes of hunger in the medium and long term for a
world with zero hunger."

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 a 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 to 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

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and
Headquarters (HQ). The Job holders report to a Head of Unit, Chief,
Administration Officer, or the designate.
At this level job holders are expected to take responsibility for completion
of a range of processes and activities requiring some interpretation of
standard guidelines/practices. Job holders are able to recommend a course of
action to staff at various levels and may allocate tasks to other support
staff.

JOB PURPOSE

To support effective delivery of range of administrative services and
contribute to the provision of a safe and comfortable working environment,
mainly in response to the Sudan crisis.

KEY ACCOUNTABILITIES (not all-inclusive)

• Check the provision of a range of services including facilities & assets management, travel & events, protocol related ...etc.


• Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of 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.


• Undertake research and perform basic analysis of data to contribute to the provision of accurate information and effective management of resources.


• Responsible for internal queries (the focal point) to facilitate the provision of efficient and effective resolution of daily issues.


• Provide inputs to routine methods and practices in own area of work to support the continuous improvement of services provided.


• Other as requested.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education plus ‎5 five or more years
in the areas of facilities, assets, fleet management, travel, events, protocol
and related general administrative work or A post-secondary certificate in
Business Administration, Engineering or related functional area.
Language: Fluency in both oral and written communication in English and
Arabic, another language is preferrable.
Knowledge & Skills:
* Good communication skills required to give and receive information and work with a variety of individuals.
* Ability to monitor and record financial transactions.
* Ability to carry out basic data analysis and presentation.
* Ability to rectify problems requiring attention.
* Excellent computer skills (Word, Excel, PowerPoint); experience in corporate ERP systems (e.g SAP) is desired.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose
* Understand and communicate the Strategic Objectives: Helps teammates articulate WFP's Strategic Objectives.
* Be a force for positive change: Suggests potential improvements to team's work processes to supervisor.
* Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
* Make our mission visible in everyday actions: Articulates how own unit's responsibilities will serve WFP's mission.
People
* Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
* Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
* Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
* Create an "I will"/"We will" spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
* Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
* Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
* Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
* Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
* Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
* Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
* Be politically agile & adaptable: Develops an understanding of the value of WFP's teams and external partners in fulfilling team's goals and objectives.
* Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor's priorities to fulfill internal and external partner needs.

FUNCTIONAL CAPABILITIES

Capability Name
Description of the behaviour expected for the proficiency level

Business Support Services & Reporting
Exhibits ability to convert business plans into clear actions for team members
to support the implementation of the program. Collects and reports data to
draw out fact-based insights.

Internal Controls & Risk Management
Demonstrates basic knowledge of internal controls, risk management, and
monitoring mechanisms and their applicability to immediate client's critical
activities.

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.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work


• Has supported in providing ad-hoc guidance to new staff members

TERMS AND CONDITIONS

Duration of Contract: Three months mainly to support the admin unit in the
Sudan crisis.
Net Salary Per month: As per the WFP salary scale
Medical insurance: The Medical insurance coverage will be granted by WFP (cost
is sharing among the contractor and WFP)
Death and Disability: SSA holders must be covered for service incurred
disability/injury/death, at no cost.
Working hours: ‎5 days a week (Sunday to Thursday), ‎8 hours per day.

DEADLINE FOR APPLICATIONS

Deadline for submitting online applications will be on the 18th of June ‎2023

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WFP has a zero-tolerance approach to conduct such as fraud, sexual
exploitation and abuse, sexual harassment, abuse of authority and
discrimination. All selected candidates will be expected to adhere to WFP 's
standards of conduct and will therefore undergo rigorous background
verification internally or through third parties. Selected candidates will
also be required to provide additional information as part of the verification
exercise. Misrepresentation of information provided during the recruitment
process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process
including at the offer stage. Any requests for payment should be refused and
reported to local law enforcement authorities for appropriate action.