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Admin Assistant SSA4 - Facilities Management

Cairo

  • Organization: WFP - World Food Programme
  • Location: Cairo
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Architecture, Building and Property Management
  • Closing Date: Closed

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 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

JOB PURPOSE

At WFP Regional Bureau in Cairo, we provide strategic and technical guidance to WFP operations in 17 countries: Algeria, Armenia, Egypt, Iran, Iraq, Jordan, Kyrgyzstan, Lebanon, Libya, Morocco,
Palestine, Syria, Sudan, Tajikistan, Tunisia, Turkey, and Yemen.


We are looking for an enthusiastic Business Support Assistant who can provide the highest standards of services to his/her customers at different levels

STANDARD MINIMUM QUALIFICATIONS

Education: 

University degree in Business/Public Administration, Commerce, Management or any related field.

Experience: 

Four years of experience in the field of Facilites management. Experience in the general admin area would be an added advantage.

Language: 

Fluency in both English & Arabic languages


Knowledge & Skills:

• Very good in the use of office equipment and computer software packages, such as Microsoft Word and Excel.
• 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.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Administration Assistant, and overall supervision of the Administration Officer, the incumbent will perform the following duties:

  • Maintain an updated sheet to follow up on payments (PO/MPOs) related to Admin Unit in general and Facilities in particular – both recurrent monthly services and ad-hoc purchases;
  • Act as a liaising point between service providers at WFP i.e. gym, cleaning services, water supply, cafeteria services, etc.
  • Create and manage all Admin. related purchase requisitions and Micro purchase Orders and manage vendor accounts
  • Ensure the safeguarding of the gym equipment and cleanliness facility on day to day basis;   
  • Maintain various trackers and statistics for the Administration unit.   
  • Archive all Admin. related documents (electronically and hard copies)
  • Attend or as appropriate escalate requests coming from staff through the common e-mail inboxes.
  • Answer and direct calls to appropriate staff members;
  • Handle and register incoming/outgoing UN pouch, registered mail and courier services;
  •  Act as the focal point for the conference room booking and related arrangements for inhouse functions i.e. special set up; preparation on the rooftop. etc.
     
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

Job Title: Business Support Assistant - SSA-4
Type & Level of Contract: Special Service Agreement
Duration & Start Date: 11 months - Starting ASAP
Unit/Division: Administration 
Duty Station(City, Country): Regional Bureau in Cairo (RBC), Egypt
Reports To: Admin Officer 

DEADLINE FOR APPLICATIONS

Interested candidates are invited to submit their application no later than Thursday 14 November 2019.

.

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.

.

Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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.

This vacancy is now closed.
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