Business Support Assistant (Protocol) SC 4

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.

WFP’s operation in the UAE was established in 2001 and has since become a crucial base for global humanitarian operations, supporting the emergency preparedness and fast intervention activities of both WFP and its humanitarian partners. The strategic location of the UAE, world-class logistics infrastructure, supportive host government and access to huge supplier markets makes WFP in the UAE ideally situated to deliver critical aid services to operations around the world.

The United Nations World Food Programme is an equal opportunity employer. Qualified female candidates and UAE Nationals are strongly encouraged to apply.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. Must hold a valid UAE driving license.

Experience: Four or more years of progressively responsible in support functions, record keeping procedures and in the protocol. Minimum of 5 years driving experience in the UAE with an excellent knowledge of driving rules and regulations and a safe driving record.

Language: Fluency in both oral and written English and Arabic Language.

Knowledge & Skills:

• Good knowledge and familiar with the local laws and procedures.
• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.

JOB PURPOSE

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.  

Position Title: Business Support Assistant (Protocol)

Service Contract duration: 12 months with possibility of extension .

Level: SC 4

Salary starts from AED 12,999.60 per month (inclusive of pension), plus insurance and other benefits.

Under the overall guidance of the Head of Finance/Admin and the direct supervision of the Administration Associate, the incumbent is required to perform the following duties and responsibilities:

 

KEY ACCOUNTABILITIES (not all-inclusive)

• Representative for WFP as an official Protocol office representative (PRO) with the Immigration Department; Aviation department; MOFA Dubai and Abu Dhabi; other governmental departments for all protocol related requests i.e. UAE visas (local & int’; staff) ;  submit requests on government assigned on-line portal for protocol requests as well as for other official documents;
• Obtain clearances/confirmations from Investigation department for overstay;  exited staff; clearance of personal files; or lodge complaints for any anomalies;
• Responsible for submitting and follow up of requests for WFP’s official visitors for visas requested from MOFAIC & Immigration i.e. Special Entry Visas, Visit Visas; ensure all records are cleared after departure of the staff.
• Support IOI card holder’s staff for new babies born in the UAE procedures for registration; travel/exiting the country with approvals from the UAE Immigration;
• Communicate and liase with MOFA and MOI (Ministry of Interior) for updates on the new laws and revised procedures applicable to WFP;  update Protocol team and all concerned with new rules and procedures; directives from MOFA; Immigration; RTA; CID; TRA; etc.  Submit updated SOPS every quarterly.
• Prepare official documents for submission to respective government offices in Arabic; translation in English for ease of reference;  maintain and update all records for all official documents in the respective folders;
• Focal point for government offices in Abu Dhabi for all vehicle related requests, submit request on the official portal;  conversion;  replacement of lost of driving licenses; etc. (MoFAIC – Abu Dhabi); 
• Coordinate with RTA (Roads & Transport Authority) & TRA (Telecommunication Regulatory Authority) for requests related to Radios; VSAT & other communication equipment.
• Facilitate Finance for collection and deposit of cash and cheques from/to the Bank;
• Request for issuance and cancellation of Alcohol permits for eligible International staff;
• Support staff with document submission to government offices/police station/CID in cases of lost IOI card; driving licenses; alcohol permit; passport; etc.;
• Drive office vehicle for the transport of authorized personnel and visitors; support during events; workshops and meetings;
• Provide guidance to staff as well as practical training to admin support team with government formalities for related issues;    
• Assist for requests for clearances and deliveries of official documents through Government offices; clearing agents; e.g. import/export of personal goods; vehicles; etc.;
• Submit monthly track sheets and reports related to all activities with related tasks/charges for respective Units for tracking and budgetary purposes;
• Collect and deliver goods, mail, documents, and other items;
• Operate the vehicle ensuring safety and appropriate operation as per the vehicle operate manual;  Adhere and address as per local law in case of  involvement in an accident;  Maintain updated records of Log trips, daily mileage, gas consumption, oil changes and submit daily and monthly reports on mileage, fuel consumption, maintenance and regular servicing;
• Maintain an inventory of spare parts and make appropriate arrangement to order parts when required;
• Set up, classify and maintain files; 
• Perform other related duties as required.

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.
   

TERMS AND CONDITIONS

• Applications received after the closing date will not be considered.
• Only those candidates shortlisted for interview will be notified.
   

DEADLINE FOR APPLICATIONS

4th of October 2018