Business Support Assistant – Event and General Administration

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Description

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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. 

Source: https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=833205

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