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

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 (5) years of progressively responsible experience in in the area of administration and a minimum of two (2) 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.