Business Support Assistant - Event and General Administration - G4

POSTING DATE

Posting Date: 6th June 2024. Closing Date: 19th June 2024.

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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.

WHY JOIN WFP SOMALIA

In Somalia, the World Food Programme provides food assistance for nutrition, livelihoods, and relief through the hard work of more than 650 employees who contribute towards making Somalia hunger free in close partnership with local partners.

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.

WHAT WILL YOU DO

• Check the provision of a range of services related to the events and general Administration functions, maintaining information, to contribute to the effective events and administrative supports.
• 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.
• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues including events organization.
• Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
• Work closely with Functional units’ events focal points to ensure effective preparation, management, and execution of the events in accordance with the highest standards.
• Ensure quality service to organize conferences, workshops, training, meetings, accommodation, travel, and mission events in a timely and efficient manner.
• Ensure that the facilities such as the conference hall, information technology, stationery and catering, printing materials meet the required standard of such events as per requirements.
• Ensure that the implementation process is consistent with the established timeline of the event.
• Ensure the events are well grounded in the local context and cultural sensitivity.
• Propose the ICT requirements based on the event scale.
• Propose the visibility items and options based on the event scale.
• Arrange the photographer and videographer to cover the event as required.
• Report the event completion including any challenge and lessons learn for corrective actions for the future events.
• Develop specifications for event LTA for procurement action in case of LTAs renewal.
• Ensure appropriate follow up on the event invoices related payment timely.
• Develop and maintain good working relationships with the Clients (WFP Staff).
• Performing other administrative tasks, if required.

DO YOU MEET MINIMUM REQUIREMENTS?

Education: Completion of secondary school education or university degree (Diploma/Bachelor) in a relevant field.

Experience: Minimum of 4 years of experience with secondary certificate or 2 or more years of experience with university degree in general administrative working in government institutions, INGOs, UN or private sector.

Language: Fluency in oral and written communication in English and Somali.

ARE YOU COMPETENT FOR THIS JOB? DO YOU HAVE

• Has demonstrated an ability to perform all routine administrative activities in line with operating standards through day-to-day work.
• Has supported in providing ad-hoc guidance to new staff members.
• Knowledge of standardized business support work routines and methods.
• Uses tact and courtesy to give and receive information with a variety of individuals.
• Good attention to detail in order to identify data discrepancies.
• Ability to work to deadlines and follow clear instructions.
• Experience working with word processing, spreadsheets, and emails, including Microsoft Word, Excel, and Outlook Express.
• Excellent interpersonal and communication skills.
• Ability to maintain accurate and precise records.
• High sense of responsibility and punctuality.
• Honesty and integrity.
• Ability to communicate clearly both orally and in writing.
• Ability to work in a multicultural environment.

TERMS AND CONDITIONS

Contract Duration: 1 year (Initial).

DEADLINE FOR APPLICATIONS

Closing Date: 19th June 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.