Posting Date: 04/03/2019

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

Would you like to join WFP Sudan’s Administration team and ready to be a partner with managers to deliver a proactive and effective service that will enable WFP to change and save the lives of the most vulnerable people in Sudan? If yes, this opportunity is for you.

At WFP, we are looking for a talented Administration Assistant (Guesthouse Manager), in Zalingei, Sudan, to be hired on a Service Contract at SC5 level.

About us

We are the largest humanitarian agency fighting hunger worldwide. Our mission is to help the world achieve Zero Hunger in our lifetimes. Every single day, we work 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. For more information visit: http://www1.wfp.org/

How to apply

To apply, please create a personal account and fill out the profile form with your personal information at http://www1.wfp.org/careers/job-openings. If you are an internal applicant, apply through your E-Recruitment profile.

In the application form, ensure filling the mandatory sections, attaching your CV, answering the pre-screening questions and agreeing on the legal statement before submitting your application.

Selection of staff is made on a competitive basis on account of potential and performance. All applicants will undergo a rigorous process which includes screening against job requirements, a technical test, and a panel interview.

Talented women are encouraged to apply

We look for applicants with the highest integrity and professionalism who share our humanitarian values. We commit to promote diversity, gender parity and equality between men and women.

WFP strives to build a work environment that is safe and respectful, and free of sexual harassment and abuse of authority. We believe in open communication, and every individual at WFP is treated with respect regardless of gender, age, ethnicity, religious and political beliefs, etc.

In this pursuit, WFP assists women to balance work exigencies with personal and family responsibilities by providing an attractive compensation package, including fully paid maternity leave for 16 weeks, breastfeeding time off, and the possibility to avail of flexible working arrangements. Also, we endeavour to provide our staff, women, and men, with training and professional career development opportunities.

Organizational context

These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.

At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

Job purpose

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Head of Area Office, the Administration Assistant (Guest House Manager) shall preform the following duties;

• Provides reception services to all categories of WFP visitors (internal and external clients).
• Manages the day-to-day running of WFP’s guesthouse, including catering, bookings and issuing bills in compliance with WFP rules and regulation, including monthly GH report, and make recommendations for improvement to management.
• Prepares monthly reports on the Guesthouse cost recovery, reconciliation of the receipts and occupancy sheets for the guesthouse.
• Collects payments for accommodation, food and other recoveries related to the guesthouse.
• Prepares daily/weekly shopping lists for food for Guest house in accordance with the menu plan & ensure appropriate accounting for the purchases (in consultation with Head cook).
• Supervises the guesthouse staff (i.e., cleaners, cooks, gardeners, etc… on daily basis).
• Maintains complete and classified records of all Guesthouse operations in a secure filing system in accordance with established procedures, to ensure swift and easy data access as required..
• Undertakes field missions to maintain contacts with SO’s and provide administrative assistance/guidance for the running of guesthouses.
• Ensures the regular maintenance of all major installations, including the identification of problems and to inform the Admin and Finance Officer for proper maintenance, including electrical, plumping and sewage.
• Schedules preventive and routine maintenance of all site equipment and fittings in the Guesthouses
• Initiates & modifies purchase requisitions for items needed for guesthouses including cleaning services.
• Collates and procesess and dissemination information to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
• responds immediately to internal queries (as first point of contact) related to the WFP guesthouse, to facilitate the provision of efficient and effective resolution of daily issues.
• Undertakes research and performs basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
• Providse inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
• Perform any other duties as required.

Standard munimum qualifications

Education:

Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience:

At least four years of progressive working experience in general administrationwork.

Language:

Fluency in both English and Arabic.

Desired experiences for entry into the role

• 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
• Is capable of adapting to demands and different situations or client requirements outside office hours.

Core organisational capabilities

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
•  Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
•  Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
•  Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
•  Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
•  Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
•  Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
•  Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
•  Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
•  Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
•  Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
•  Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

Functional capabilities

Qualified female candidates are especially encouraged to apply

WFP does not charge any fee at any stage of its recruitment process

This position is open to only nationals of Sudan or those authorized to live and work in Sudan. If you are not a national of Sudan, applications will only be considered if you attach a valid work permit.

WFP has zero tolerance with discrimination and does not discriminate to HIV/AIDS status.

BEFORE YOU SUBMIT YOUR APPLICATION PLEASE ENSURE THAT YOU HAVE CREATED A WELL PREPARED CV TO HELP US REVIEW YOUR EXPERIENCES AND EDUCATION.