Administration Assistant (Events Management) at World Food Programme (WFP)

Job Description

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The World Food Programme is the food assistance branch of the United Nations and the world’s largest humanitarian organization addressing hunger and promoting food security.

JOB PURPOSE

To deliver a wide range of administration processes and activities for a specific professional area of work, to facilitate effective service delivery

KEY ACCOUNTABILITIES (not all-inclusive)

Coordinates with the Travel Management Company and/ or Procurement team to book events, Conference Facilities and Hotel rooms. Guide staff requesting Event bookings on the right procedures to follow. Respond to Event Management queries and provide timely and accurate guidance. Manage and maintain records and databases related to Events Management, to ensure information is organized and readily available for staff. Give feedback to Business Support assistants on new procedures related to Events Management, and support on issues that they may have. Follow with the Travel Management company on any issues raised, or documented lack of customer service. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff. Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate. Contribute to improvement of business procedures and processes. Collect and perform basic analysis of data to contribute to quality business information management. Provide guidance to junior colleagues in performing their duties. Provide inputs to routine methods and practices in own area of work, to support the office Continuous improvement of services provided Will be required to take on additional responsibilities in the field of facilities, transport, and contract management in the absence of the focal point. Other as required.

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 language

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Experience: Five years of progressively responsible experience in in the area of administration and a minimum of two years in a similar role is desirable.

Knowledge and skills:

Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work Has supported in providing ad-hoc guidance to new staff members Has Knowledge of working with an Events Management Company.