WFP recruits an administration assistant (SC,L5)

About WFP :

WFP Egypt is embarking on a new Country Strategic Plan 2018-2022 which addresses four results: everyone has access to food, no one suffers from malnutrition, food systems are sustainable, and institutional capacity is strengthened. In partnership with the Government of Egypt, WFP provides school meals for up to vulnerable children and their family members, improved livelihoods of smallholder farmer and Bedouin communities on an annual basis and combats malnutrition.  Moreover, WFP implements a nutrition-specific intervention addressing the first 1,000 days of life and supports food insecure Syrian refugees in Egypt with food vouchers and resilience building activities.  All these activities are being carried out by a multi-sectoral Programme team under the leadership of the Head of Programme and the Deputy Country Director.

 

Standard minimum qualifications :

Education:

A post-secondary certificate in the related functional area is desirable.A university degree in Engineering would be an advanatge

Language :   

Fluency in both oral and written communication in English and Arabic languages.

Experience : 

Four or more years of progressive work experience in Administration or facility management.

 

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.

 

Key accountabilities (not all-inclusive)  :

• Ensure proper management of records on Asset Management systems ;
• Provide telecom support; mobile reporting/invoicing, SIM activations, new model management, supporting mobile questions and operational carrier relationships ;
• Create MPOs and make sure that all documentation is in line with the WFP procurement policy ;
• Managing and facilitating all aspects of events logistics ;
• Responsible for contracting property services providers, renewal of existing contracts and ensuring service level is up to agreed standards through successful delivery of hard and soft facilities ;
• Conduct required reports for the admin dash board ;
• Managing and facilitating all aspects of events logistics ;
• 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 ;
• Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided ;
•  Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues. 6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.

 

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