Administration Associate (Meetings & Conferences) G6 FT, Dar es Salaam (12 Months)

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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.

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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Language: Fluency (level C) in English and Swahili language.

Experience: Minimum 6 years of experience in the related functional area.

JOB PURPOSE

To provide effective delivery and maintenance of client-focused, value for-money oriented quality administrative practices. Specific Terms of Reference Under the overall guidance and direct supervision of the Head of Common Back Office (CBO).

KEY ACCOUNTABILITIES (not all-inclusive)

The Administration Associate will be responsible for:

1. Ensure proper resource requirements focusing on meetings and conferences to facilitate efficiency and cost-effectiveness of operations and services.
2. Responsible for provision of meetings and conferences services, reporting any issues to the supervisor for consistent and timely delivery of services to CBO clients.
3. Provide various data 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 CBO resources.
4. Contribute to planning, monitoring and processing administrative actions related to CBO meetings and conference requests to ensure all requests are accurately and timely recorded, processed in CBO systems and any operational issues addressed.
5. Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of meeting and conference services in the area of responsibility.
6. Answer a range of queries related to the provision of meetings and conferences services in order to support the resolution of daily issues.
7. Facilitate the maintenance of the right internal and external contacts and support partnerships and activities with various vendors and CBO Clients in the area of responsibility.
8. Manage updated databases of catering service providers and hotels, to ensure information is accurate, organised, and available for others to access, and supports reporting requirements.
9. Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
10. Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of CBO systems to ensure consistency and efficiency of services provided to all CBO clients.
11. Support other related duties as assigned by Head of CBO.

TERMS AND CONDITIONS

Only shortlisted candidates will be contacted.

DEADLINE FOR APPLICATIONS

The deadline for submitting applications will be on the 19 March 2024.

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.