Administration Associate G6, WFP Regional Office in Cairo

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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.

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)

1. 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

2. 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

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

4. 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

5. 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

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

7. 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

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

9. 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

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

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

12. 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

DEADLINE FOR APPLICATIONS

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