Administration Assistant (Guesthouse) (G5 - Al Hodeidah)

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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and WFP is committed to the principle of equal employment opportunity and promotes gender parity as well as encourages qualified candidates with disabilities to apply

ABOUT WFP

The United Nations World Food Programme (WFP) is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace and stability for populations impacted by conflict, disasters and climate change.

WFP’s emergency response in Yemen is the agency’s largest anywhere in the world, and is the largest sustained emergency operation in history, providing lifesaving monthly food assistance to 10.5 million people most in need. WFP also provides nutrition support to 1.7 million children and mothers, and delivers school meals to 850,000 children each day.

GENERAL INFORMATION

Title of Post: Admin Assistant (Guesthouse)

Grade: G5

Supervisor: Admin Associate

Unit: Admin

Division/Country Office: Yemen CO

Duty Station: Al Hodeidah

Duration of Contract: 12 months

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices. Under the direct supervision of Administrative Associate, the Administration Assistant (Guesthouse Management) will work in WFP Accommodation facilities and shall perform the following duties:

KEY ACCOUNTABILITIES (not all-inclusive)

1. Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
2. Respond to standard queries and provide timely and accurate guidance.
3. Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
4. Manage and maintain records and databases, to ensure information is organised and readily available for staff.
5. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
6. Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
7. Contribute to improvement of business procedures and processes.
8. Collect and perform basic analysis of data to contribute to quality business information management.
9. Provide guidance to junior colleagues in performing their duties.

SPECIFIC KEY ACCOUNTABILITIES

• Serve as WFP accommodation focal point for WFP provided accommodation facilities, ensuring that rooms are properly maintained and guests are assisted before and during their stay, maintain appropriate and close coordination with external parties and contractors; • Supervise and manage the performance of external suppliers to ensure high quality and reliable services to the residents- housekeeping, catering, etc. • Ensure full inventory and management of NFIs in WFP rooms, apartments and common areas and perform regular physical inventory; • Ensure proper management of apartments’ access cards and keys; • Ensure timely maintenance and cleaning of meeting rooms, office and terrace areas, ensuring full readiness for events; • Communicate and coordinate any support required from contractors and ETC staff throughout the events, and timely attend to any urgent needs. • Provide regular reports to the Supervisor on the AOR.

General Administration: • Manage occupancy and efficient allocation of rooms; ensure booking requests are received/processed through the Humanitarian Booking Hub; • Define service requirements (cleaning, catering, maintenance and sanitation, security, utilities, transport, NFIs, etc.); • Work in close collaboration with Engineering and Security Units to ensure efficient management of the premises as well as adequacy and safety of fixtures; • Use the Digital Office within the Humanitarian Booking Hub for booking, occupancy and reporting; • Maintain records of all accommodation management-related income and expenditures.

Maintenance: • Conduct regular inspections to ensure quality standards are met, proper supplies and services are available, and furniture and equipment are in good working order; • Work closely with the contractors and ensure adequate infrastructure maintenance schedules are in place and adhered to; • Ensure regular supply, treatment and servicing of all water and sanitation related equipment, including septic tanks; • Perform regular checks of emergency food/hibernation kit, fire extinguishers, first aid kits, ETBs, etc.; • Ensure that contingency food stocks are properly stored and keep a tracking system updated and monitored; plan for the timely replenishment of the stocks. • Oversee and coordinate the maintenance of equipment with relevant units; • Explore possible green waste disposal options.

Contract Management: • Propose solutions for cost-effective and high quality and timely services; perform market search as/when required; • Monitor and evaluate contracted work ensuring that contractors’ performance is in accordance with prescribed requirements and deliverables; apply Key Performance Indicators to monitor and demonstrate achievement of agreed service levels and lead improvement initiatives; • Timely address all inconsistencies and, as/when required, escalate issues to the direct supervisor.

Customer Service: • Establish a solid feedback mechanism with the residents; • Keep good communication with the residents and address any concern in a polite and timely manner; • Take swift actions on complaints and recommend improvements; • Maintain record of all incidents and ensure timely remedial actions. Perform other Units as required by the Administration Officer.

STANDARD MINIMUM QUALIFICATIONS

• Education: Completion of secondary school education. A post-secondary certificate in the related functional area. A degree in Design, Fine Arts or related field is desired.
• Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
• Language: Fluency in both oral and written communication in Arabic & English languages
• Nationality: Yemeni National / valid work/residency permit holders only.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Ability to monitor and record financial transactions.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality.

TERMS AND CONDITIONS

• SC holders are eligible only if they have minimum cumulative 1-year experience in WFP
• SSA holders are not eligible to apply.
• WFP staff who are still under probation period are not eligible to apply for another FT position.
• WFP staff on FT contracts must have completed one year in the current position to be eligible to apply for another FT position.
• WFP is an equal opportunity employer.
• WFP does not charge a fee at any stage of the recruitment process.
• The applicant should be a Yemeni national or having work/residency permit.
• Only candidates who are short-listed will be contacted
• By submitting your application, you have read the Terms of Reference for this position and agree that any false, wrong or incomplete information might lead to your disqualification in this recruitment process
• Applications must be submitted online with:
• Use English language only.
• Indicate all your job TOR.
• Indicate clear years of experience with each job (month/year)
• (NB: Successful candidates vetted as viable candidates through the application process will be retained on internal roster for a two-year period and may be given further consideration for future similar specific position advertised in the duty station.)

DEADLINE FOR APPLICATIONS

28 Dec 2022

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WFP never uses external recruitment agencies and recruitment is always is free of charge. WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. The selection of staff are made on a competitive basis and we are committed to promoting diversity and gender balance. Only applicants whose profiles meet the advertised job requirements will be considered and only within the announced deadline.

لا يقوم برنامج الأغذية العالمي بالاستعانة ابداً بأشخاص او بوكالات خارجية في التوظيف، علماً بان عملية التوظيف دائماً مجانية. يبحث برنامج الأغذية العالمي عن مرشحين من أعلى درجات النزاهة والكفاءة المهنية والذين يتقاسمون مبادئنا الإنسانية.

يتم اختيار الموظفين على أساس تنافسي ونحن ملتزمون بتعزيز التنوع والتوازن بين الجنسين. سيتم النظر فقط للمتقدمين الذين تفي ملفاتهم الشخصية بمتطلبات الوظيفة المعلن عنها، وفقط خلال الموعد النهائي المعلن

Qualified female applicants 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.