Adjoint(e) de gestion

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries and employs thousands of staff members who are committed to the mission of alleviating hunger and improving nutrition. WFP's vision is to create a future workforce that is diverse, skilled, and high-performing, operating in an inclusive environment that reflects its core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion. WFP has been recognized for its efforts, being awarded the Nobel Peace Prize in 2020, and continues to invest in the personal and professional development of its employees through various training and mentorship programs, ensuring that they are equipped to meet the challenges of humanitarian work.

Job Overview:
The position of Staff Assistant – Front Office is situated within the Country Office and reports directly to the director" style="border-bottom: 1px dotted #007bff !important;">Country Director. This role is pivotal in managing the activities of the Front Office and requires daily interaction with senior management, internal teams, and external partners. The Staff Assistant is expected to demonstrate autonomy, sound judgment, and initiative in handling complex requests, resolving daily issues, and effectively coordinating priorities. The position encompasses a range of specialized tasks in executive support, administration, logistics, and mission organization, while ensuring the confidentiality of information. The primary objective is to provide comprehensive executive, administrative, and logistical support to the Country Director and the Front Office, ensuring smooth operations and high-quality service delivery.

Duties and Responsibilities:
A. Executive Support and Front Office Coordination: Provide comprehensive administrative and executive support to the Country Director, manage the calendar, appointments, travel, and commitments. Prepare meeting files, notes, briefings, correspondence, and official documents. Ensure smooth information flow between the Front Office, internal teams, and external partners. Maintain a tracking system for commitments, priorities, and pending actions. B. Document Management and Reporting: Prepare and consolidate reports, presentations, official notes, and strategic documents. Review, correct, and enhance documents before validation. Conduct research and compile necessary information to support decision-making. Manage files, archives, databases, and information systems in accordance with organizational standards. C. Administration, Logistics, and Mission Organization: Organize field missions, including preparation of Trip Documents, hotel bookings, logistics, and administrative follow-up. Coordinate internal meetings, workshops, and events, ensuring all logistical needs are met. Manage the administrative needs of the Front Office, including supplies, maintenance, equipment, and system access. Serve as the focal point for welcoming, preparing, and coordinating official visitors. D. Operational Support and Continuous Improvement: Respond to complex support requests to ensure timely and accurate resolution. Monitor and contribute to budget management, including planning, tracking, and reconciliation. Identify and recommend improvements to procedures, management tools, and internal workflows. Create and update checklists, templates, dashboards, and tracking tools to optimize Front Office efficiency. E. Supervision and Mentoring: Provide guidance, coaching, and training to junior administrative staff. Coordinate task distribution among support colleagues to ensure consistent service delivery. Ensure compliance with rules, policies, protocols, and compliance requirements. F. Confidentiality and Ethics: Maintain absolute confidentiality of documents, decisions, strategic information, and sensitive files. Represent the Front Office professionally in all internal and external interactions. Perform any other tasks as required.

Required Qualifications:
Education: Secondary school diploma. Post-secondary certificate in the relevant functional area. Experience: Six or more years of progressively responsible professional experience in the relevant sector, including general administration experience. Knowledge & Skills: In-depth knowledge of current business processes, methods, procedures, and support systems used in the relevant field, acquired through technical training and professional experience. Excellent communication skills to provide specialized support services to a wide range of individuals. Ability to analyze and interpret financial data and track budgets. Ability to proactively identify and recommend improvements for the design and delivery of specialized services. Ability to establish relationships with diverse individuals across various departments. Experience in coordinating the work of others and in training and supporting staff. Ability to maintain confidentiality.

Educational Background:
The position requires a secondary school diploma, with a post-secondary certificate in the relevant functional area being preferred. This educational background ensures that candidates have the foundational knowledge necessary to perform the administrative and executive support tasks effectively.

Experience:
Candidates should possess a minimum of six years of progressively responsible professional experience in the relevant sector, which includes general administration. This level of experience is essential to ensure that the candidate can handle the complexities and demands of the role effectively.

Languages:
Fluency in French (level C) and proficiency in English (level B) are mandatory for this position. These language skills are crucial for effective communication within the diverse and multicultural environment of WFP, as well as for interacting with various stakeholders.

Additional Notes:
The position is a Fixed-Term (FT) contract at Grade

• The role is full-time and based in Kinshasa, Democratic Republic of the Congo. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization does not charge any fees in connection with the application or recruitment process, and all applications must be submitted through the online recruiting system.