Administrative Assistant SC5 Reyhanli
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WFP seeks candidates of the highest integrity and Professionalism who share our humanitarian principles. Selection of staff made on a competitive basis, and we are committed to promoting diversity and gender balance. Female and qualified applicants encouraged to apply
ABOUT WFP
The United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change.
The mission of WFP is to help the world achieve Zero Hunger in our lifetime. 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.
In Syria, WFP provides food assistance to more than 4.6 million people each month. This includes families who require emergency assistance when affected by conflict and displacement and also those who need help to improve their nutrition and food security. WFP supports children across Syria with healthy meals and snacks at school, mothers with nutritious diets, and families and communities with sustainable livelihood projects.
ORGANIZATIONAL CONTEXT
On 6 February 2023, a M 7.8 earthquake struck southern and central Turkey and Northern and Western Syria. The epicenter was 37 km West–Northwest of Gaziantep. There was widespread damage and tens of thousands of fatalities. The Border Crossing of Reyhanli/Bab al-Hawa were designated for the UN cross border operations following the UNSC Resolution 2165. Accordingly, WFP established Transshipment Hub Reyhanli in Turkey. Following the EQ, the HUB has become more and more strategic also for the Turkey Emergency Earthquake relief operations run from Reyhanli at crossing point (Bab al-Hawa). Therefore, WFP decided to establish an accommodation within the HUB facilities. The administrative assistant will be responsible for the day-to-day running of the accommodation.
JOB PURPOSE
Administrative Assistant will work under the overall responsibility of the Head of WFP NWS FO, and the direct supervision of Hub Manager in Reyhanli and will be technical reporting to WFP Admin Officer/Associate.
KEY ACCOUNTABILITIES (not all-inclusive)
GENERAL ADMINISTRATION
▪ Allocate office and sleeping space. Plan best allocation and utilization of physical spaces and resources for the premises;
▪ Define requirements in terms of management of the facility (cleaning, meals provision, maintenance, security guards, generators/power supply, fuel, water, sanitation, transportation services, NFIs and general procurement, casual labors/handymen, cleaning services, etc.); and staffing requirements (Site management Assistant, Security officer, etc.);
▪ Work, in close collaboration, with Admin and Security Officers to ensure efficient management of the premises as well as adequacy and safety of infrastructures.
▪ Ensure booking requests are received/processed through the United Nations Booking HUB platform;
▪ Use the Digital Office area within the UN Booking HUB for booking, occupancy, invoicing and reporting services;
▪ Extract occupancy reports from the system to be shared with Security on regular basis;
▪ Ensure the proper handover of the accommodation management service duties to alternates for temporary or permanent basis.
▪ Ensure that accommodation inspections are conducted on a regular basis to ensure meeting quality standards, availability of proper supplies and furniture and equipment conditions are properly maintained.
▪ Follow Administration Officer and WFP Global Accommodation guidance and standards.
▪ Assist on fleet management and work closely with the office drivers for weekly vehicle inspections and reporting any issues to the Hub Manager.
FINANCE AND REPORTING
▪ Ensure overnight stay invoices are duly issued for each visitor and payments are done accordingly;
▪ Ensure timely receipt of payments and regular reconciliation of the accommodation accounts. Submit weekly/monthly reports to Admin Focal Point and Finance on occupancy and status of accommodation accounts for accommodation fees charges;
▪ Prepare Procurement plans to be submitted to Admin Focal Point for actual purchase and deliver of NFIs and Services;
▪ Make sure facility assets are registered on GEMS and annual physical count exercise is completed on timely manner.
▪ Maintain records of all accommodation management-related income and expenditures.
▪ Ensure that each WFP-provided facility is properly recorded in the corporate facilities databases (Archibus and GEMS) and any change is updated accordingly in UN Booking HUB.
KEY ACCOUNTABILITIES (CONT.)
MAINTENANCE
▪ Conduct inspections on a regular basis to ensure quality standards are met, proper supplies and services are available, and furniture and equipment are in good working order;
▪ Work closely with the Site Maintenance in charge/IT Focal Point as it concerns maintenance schedule for the generators, surroundings and lightings;
▪ Ensure regular supply, treatment and maintenance of water and sanitation related equipment;
▪ Ensure septic tank is regularly emptied;
▪ Perform regular checks (emergency food, fire extinguishers, first aid kits, ETBs, etc.);
▪ Oversee the maintenance of equipment and coordinate with relevant Units in WHO;
▪ Explore possible green waste disposal options when possible (i.e. compost).
▪ Report all technical malfunctions (furniture, equipment, etc.) to Administration Officer on a timely and documented manner.
CONTRACT MANAGEMENT
▪ Assist or negotiate, in coordination with procurement, contracts with vendors and service providers to ensure cost-effective and of quality and timely services (e.g. initiate LTAs for related goods and services);
▪ Supervise and ensure that ordinary (cleaners) and extraordinary maintenance is timely implemented;
▪ Monitoring and evaluation of contracted work ensuring that Contractors performance is in accordance with prescribed requirements and deliverable;
▪ Use of management techniques to monitor and demonstrate achievement of agreed service levels and to lead improvement initiatives.
CUSTOMER SERVICE
▪ Take swift actions on complaints and recommend improvements;
▪ Maintain record of all incidents and note all remedial actions taken;
▪ Provide good customer service to accommodation guests/residents.
DELIVERABLES AT THE END OF THE CONTRACT:
▪ Occupancy and expenditure reports
STANDARD MINIMUM QUALIFICATIONS
Education:
Completion of secondary school education. A post-secondary certificate in the related area or a degree in Business Administration is desirable
Experience:
At least five years of professional working experience in Administration or related field
Knowledge & Skills:
Work as part of a team and with people with different professional and cultural backgrounds and nationalities
Languages:
Fluency in both oral and written communication in English and Turkish
CONTRACT TYPE AND DURATION
Eligibility: Turkish nationals or those holding a valid Turkish residency permit
Type of Contract: Service Contract (SC5)
Contract Duration: 6 Months
Duty Station: Reyhanli, Turkiye
TERMS AND CONDITIONS
1. Only candidates who are short-listed will be contacted and will be invited to the next stage of the selection process.
2. Applications and CV in PDF format must be submitted online with:
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English language only
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Indicate exact Positions Title
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All your job responsibilities, experience (start and end date of employment for each position: From (dd/mm/yyyy) to (dd/mm/yyyy)
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Company/Organization name and scope of work of the organization
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Contract type: part-time, full-time, volunteer, or freelancer
3. Proof of your experience will be required in the final stage of recruitment.
4. Candidates must get an auto confirmation email once application is submitted.
5. By submitting your application, you have read the Terms of Reference for this position and agree that any false, wrong, or incomplete information might lead to your disqualification in this recruitment process.
DEADLINE FOR APPLICATIONS
All applications should be received no later than Thursday, 11 May 2023.
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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.
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.
