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

WFP seeks candidates of the highest integrity and professionalism who share
our humanitarian principles. Selection of staff is made on a competitive
basis, and we are committed to promoting diversity and gender balance The
United Nations ' Sustainable Development Goals (SDGs) assume a substantial
role for public sector business and its ability to make a major contribution
towards their achievement. The ‎2030 Agenda for Sustainable Development gives
business a significant role to play in efforts to achieve the SDGs, based on
their ability to invest and innovate in a sustainable way. Achieving the SDGs
requires collective action, shared responsibility and financing from multiple
sources, especially of the public sector financial institutions.
To achieve the ambitious plan of sustaining all the strategic interventions of
Egypt's WFP CO, the public-sector contribution should improve and strengthens
long-term partnerships with financial institutions, companies, foundations and
high-net worth individuals. This includes leveraging the capacities of this
segment to build long lasting partnerships that goes beyond resources but
expands to leaving a mark to future development visions of the country

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 and maintenance of client-focused, value-for-
money oriented quality administrative practices.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary
certificate business administration, engineering or in the related functional
area is desirable.
Language: Fluency in both oral and written communication in the Arabic and
English languages

KEY ACCOUNTABILITIES (not all-inclusive)

• Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.


• 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 analyses of data, to contribute to the provision of accurate information and effective management of resources.


• Be a first point of contact for internal queries, 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 related admin services as may be requested by direct supervisor or head of unit.

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

This position is under Special Service Agreement , contract duration will be
for ‎6 months

DEADLINE FOR APPLICATIONS

Deadline for submitting the online application will be on the 19th of July
‎2022

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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.