Administration Associate (Protocol) G6, WFP Regional office in Cairo (541449)
Administration Associate (Protocol) G6, WFP Regional office in Cairo (541449)
JOB PURPOSE
To support the administrative operations within the Regional Bureau in Cairo, through coordinating and controlling a full range of administrative services in Protocol Services 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 specialized business support work, such as organization and coordination of work. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources, and coach and/or coordinate a team of support staff.
KEY ACCOUNTABILITIES (not all-inclusive)
Provide assistance to a wide range of complex administrative queries and follow up actions to ensure consistent and high-quality administrative service is provided to all stakeholders
Assist Administration 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
Maintain updated records of Protocol Management processes and services; through building and overseeing the maintenance of records and databases (digital and hardcopy) to ensure information is organised and readily available and compliant with all relevant regulations and policies
Maintain updated Protocol Services Portfolio tracking system and contribute to the enhancement of its efficiency
Contribute to the development and update of Standard Operating Procedures to guide delivery of services within the areas of responsibilities
Undertake the necessary learning and training to become a regional Local Process Expert and identify Key players and Local process Experts in the area of responsibility across the region
Allocate responsibilities and support on the job learning and development of junior support staff to ensure that they have adequate technical knowledge of the relevant administrative systems and procedures required to perform their duties and subsequently contribute to the provision of effective overall service delivery
Produce regular reporting that is relevant to the areas of responsibilities, prepare and consolidate comprehensive documentation, correspondence, briefing notes and conduct research in area of work
Build and maintain strong relations with various stakeholders internally within WFP and externally with official entities and government bodies which in turn facilitates WFP’s mandate and The Regional role to Country offices of the Regional Bureau in Cairo
Collaborate with Asset and Events Management Admin Associate where required on joint exercises to deliver exemplar customer centric services
Identify evolving needs, gaps and recommend changes in the Administration processes and procedures in the areas of responsibilities to support improvement
Devise training material and deliver trainings (remotely and/or in person) in areas of work as applicable
Ability to analyse and interpret financial data and use it generate reports that contribute to Budget Planning exercises
Perform other duties as required
STANDARD MINIMUM QUALIFICATIONS
Education:
University Degree in Business Administration, Finance, Social Sciences, Faculty of tourism and/or humanities. Master’s in business administration is a plus.
Experience:
Six or more years of progressively responsible work experience in general administrative work.
Previous experience in dealing with Embassies and/or Government entities is required as well as Customer service experience.
Experience in implementing internal control processes.
Previous experience in coordinating the work of others and self and training and supporting others.
Background experience in Project Management is desirable.
Knowledge & Skills:
Demonstrate subject matter knowledge in two of the following areas: Public Relations with external stakeholders, formal correspondences and process design
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 workstyle 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
Technology Savy 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 Finance, gained through technical training and work experience
Ability to analyse and interpret financial data and use it generate reports that contribute to the Budget planning exercises
Ability to maintain strict confidentiality and discretion towards work and related information
Language:
Fluency in both written and spoken English (level C) and Arabic.
Compensation Data
WFP offers a competitive compensation package including:
Attractive salary in accordance with industry standards. Please visit United Nations Salary Scales for more details.
Attractive pension plan
Child allowance
Language allowance (subject to passing language assessment)
Medical coverage for staff and eligible dependents
Variety of leave entitlements, including but not limited to 30 days annual leaves per year, maternity/paternity leave, and special leave arrangements.
DEADLINE FOR APPLICATIONS
Deadline to apply for this position is Saturday, 22 April 2023 (11:59 PM Cairo Time).
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