World Food Programme (WFP)

Administration Associate (Protocol)

World Food Programme (WFP)

Job Description

  WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance. DEADLINE FOR APPLICATIONS All applications should be received no later than Tuseday 1st December 2020. CONTRACT TYPE/DURATION This position is open to Syrian or Syrian/Palestinian nationals, or holders of a work permit and residency in Syria Type of Contract: Fixed Term  , Level G6 Contract Duration : 12 Months Duty Stations: Damascus Number of required employees: 1 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. ORGANIZATIONAL CONTEXT Under the close supervision of the National Protocol Officer the G6 holder will take part in supporting the technical drafting of the Note verbals and checking that it is written in the right vocabs to meet MoFA standards (for both English and Arabic texts) for the Operational requests including requests for Entry Visas/Residencies, also will provide translation of MoFA requests to WFP and for Note Verbals. The G6 holder should have analytical skills to preform data compiling for reporting purposes and support preparing taking points for official high-level meetings The G6 holder and will assist the Protocol Officer in overseeing that all requests are on track and met on timely matter. While the Protocol Officer remain the focal point to contact MoFA to follow up on all requests submitted to MoFA, the G6 holder can cover the gap when the Officer is not available (due to travel or preforming other duties). Support in preparing and conducting all requirements and making sure that all arranges are in place for High-Level Delegations to Syria Country Office. JOB PURPOSE Support the National Protocol Officer with the technical part of the Administration work related to Protocol Unit responsibilities KEY ACCOUNTABILITIES (not all-inclusive) Within delegated authority, the Administration Associate will be responsible for the following duties: 1.    Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues. 2.    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. 3.    Take part in receiving, accompany and see off official delegations and government guests. 4.    Assist in organizing hospitality and other logistic arrangements for visiting delegations and government guests (in Coordination with relevant units, such as Admin) 5.    Support the National Protocol Officer in liaising with the Regional Bureau or Head Quarters regarding international visitors. 6.    Provide support in preparing meetings with local officials in coordination with Ministry of Foreign Affairs, other UN agencies or other individuals. 7.    Coordinate with admin, security and transport units for the arrangements of road missions and airport transfers for visitors. 8.    Support the National Protocol Officer to coordinate with Ministry of Foreign Affairs to obtain visas for guests and prepare necessary documents. 9.    Take part in arranging and coordinating all meetings between the Mission officials and local authorities. 10.    Provide support to coordinate logistical requirements to the ceremonies and protocol tasks as may be required. 11.    Provide protocol assistance in coordination with the National Protocol Officer for activities of the Head of the Office and other senior representatives of the Office as required, in line with their day-to-day programs. 12.    Support in organizing the external missions’ trips as regards appointment, accommodation, immigration formalities, and visa; in coordination with protocol units of the destination countries. 13.    Support the National Protocol officer in acting as a mission focal point for all communications and coordinate with the related office of the Host Government. 14.    Assists and advises the Military Personnel, UNPOL, UNVs, and International Contractors in providing entry and extension of visas and assists international staff’s eligible family members to obtain entry and extension visas (when applicable). 15.    Provide reports in relation to field missions and visas statuses to inform management when meeting with local authorities (using the Protocol System database) 16.    Act as a focal point to track the Protocol System database, provide assistance and training to WFP staff to better use the system and initiate improvements to enhance the quality of its data in coordination with the ICT unit. 17.    Familiarizes staff members with local laws when interacting with local authorities. 18.    Help in obtaining flight clearance through diplomatic mission or ministries. 19.    Preform the duties of the National Protocol Officer when he/she is absent. 20.    Perform other duties, as assigned. STANDARD MINIMUM QUALIFICATIONS Education: Completion of secondary school education. A post-secondary certificate in the related functional area. Experieince  •    Five or more years of relevant experience to the position (within the Humanitarian field will be an added advantage) •    Experience in planning, monitoring and processing administrative actions related to protocol functions. •    Experience within the UN system will be an added advantage •    Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day to day work. •    Has provided ad-hoc guidance to new staff members Language: Fluency (level C) in in oral and written communication in Arabic and in English. Knowledge & Skills
  • Very good writing skills in both English and Arabic languages

  • The ability to use computers, including correspondences by emails.

  • Good communication skills in order to provide specialized protocol services to a wide range of individuals.

  • Ability to proactively identify and recommend areas for improvement to the Design and delivery of protocol/administrative services.

  • Ability to build relationships with a variety of individuals across functions.

  • Experience in coordinating the work of others and provide training and support to others.

  • Ability to maintain confidentiality.

  • Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.

  •  Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.

  •  Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.

  •  Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

  • Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.

  •  Create an inclusive culture: Facilitates team building activities to build rapport in own unit.

  •  Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.

  •  Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

  • Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.

  •  Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.

  •  Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.

  •  Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

  • Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.

  •  Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.

  •  Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.

  •  Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

FUNCTIONAL CAPABILITIES Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience. Internal Controls & Risk Management Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction. 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. TERMS AND CONDITIONS
  • Please upload your professional CV in English in PDF format making sure to include the following in terms of “Experience”:
    • Company/Organization name and scope of work of the organization

    • Exact Position Title

    • Contract type: part-time, full-time, volunteer, consultant, or freelancer

    • Start and End date of Employment for each position: From (dd/mm/yyyy) to (dd/mm/yyyy)

    • Responsibilities: To mention the main responsibilities that highlight your gained skills and experience

  • A proof of your experience will be required in the final stage of recruitment.

  • Only short-listed candidates, who meet the minimum requirements for the advertised position, shall be contacted.

  • Candidates must get an auto confirmation email once application is submitted.

HOW TO APPLY if any of the below links do not work by clicking on it, please copy and paste it in the browser address bar Internal candidate : External candidate : Female applicants and qualified 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.
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