Administrative Assistant (Protocol and Support) G5 – Port-au-Prince, Haiti At World Food Programme

WFP celebrates and embraces diversity.

Committed to the principle of equal opportunity for all its employees, WFP encourages qualified candidates to apply regardless of race, color, nationality, ethnic or social origin, genetic information, sex, gender identity and/or gender expression, sexual orientation, religion or belief, HIV status, disability.

???? JOB TITLE:

Administrative Assistant (Protocol and Support)

???? TYPE OF CONTRACT:

Fixed-Term Contract

➡️GRADE:

G5

???? PLACE OF ASSIGNMENT:

Port-au-Prince, Haiti

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1 year (renewable)

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1

This position is open to Haitian nationals and residents of Haiti, holders of a legal work permit.

Are you an Expert in Administration and protocol activities? Would you like to further develop your professional experience while helping to end hunger in Haiti? Are you passionate about providing help to those who need it? Do you want to join a global organization that invests in its people?

If so, then an exciting and fulfilling career awaits you! Join our diverse and passionate team working on varied national and international projects directly contributing to saving and changing millions of lives in Haiti and around the world.

ABOUT WFP:

The United Nations World Food Program (WFP) is the UN agency on the front line in the fight against hunger. Since its creation in 1963, WFP staff around the world have worked tirelessly to eradicate this scourge. Every year, WFP feeds more than 90 million people in more than 70 countries.

Why join us?

This position offers you an exciting opportunity to work in a multicultural and interdisciplinary team within an organization unique in its mission and impact. In addition, at PAM we offer:

➡️️ Rewarding careers that make a difference

Our daily actions improve the lives of the people we serve.

➡️️Continuous training and learning

We provide learning tools to our employees to enable them to continuously develop their careers.

➡️️ A multicultural and stimulating professional environment

We encourage gender balance and cultural diversity to strengthen our teams**.**

We offer an attractive compensation and benefits package (Please refer to the General Conditions section).

Click on the link below to watch the video and learn more about us!!

https://www.youtube.com/watch?v=RnaxfnNKdsM&t=7s

ORGANIZATIONAL CONTEXT OF THE POSITION:

In Haiti, hunger has reached a dangerous level, today there are nearly 4.9 million people in the country in a situation of food insecurity. This is the equivalent of one in two Haitians who go to bed without having eaten all day. Most worrying is the fact that for the first time in the country’s history, there are more than 19,000 people in disaster phase (IPC 5).

Also, the World Food Program in Haiti has defined its strategy to combat hunger in the Country Strategic Plan (CSP 2024-2028) which provides, among other things, for activities related to emergency food assistance to populations affected by a shock. , the establishment of social safety nets oriented towards nutrition, the strengthening of the capacities and livelihoods of small producers as well as their resilience in the face of climate change in particular, and the strengthening of the capacities of national and local actors to the fight against hunger.

This job is located in country offices. The incumbent of this position is expected to take responsibility for carrying out a range of processes and activities requiring some interpretation and understanding of standard guidelines/practices. The incumbent must be able to supervise, work urgently and support the unit’s action plan.

MISSION OBJECTIVE:

Coordinate the delivery of quality administrative and protocol services, focused on the client and optimizing resources.

MAIN DUTIES AND RESPONSIBILITIES (indicative and non-exhaustive list):

What will be expected of you?

Under the general supervision of the Administration Manager, you will carry out, among others, the following tasks:

1. Maintain constant relations with the Protocol Directorate of the Ministry of Foreign Affairs and be on top of procedural changes made in the field.
2. Create administrative strategies for monitoring and constantly updating the administrative documents necessary for international staff (official visa, special identity card, registration number and driving license).
3. Be the protocol focal point of the office for administrative needs.
4. Prepare requests for diplomatic franchises if necessary and help follow up with the institutions concerned.
5. Help develop documents related to the role and set up a comprehensive monitoring mechanism.
6. Carry out all other tasks related to the function and meeting professional skills according to the needs of the structure.
7. Assist staff in administrative procedures related to visa applications at consulates as part of official missions.
8. Proceed with the creation of UNJs and MPO purchase orders in WINGS for office administrative services.
9. Create requisitions (PR) in the WINGS management system for the office’s purchasing and service needs.
10. Perform GRN/SES (payment requests) for invoices for the corresponding goods and services after confirmation of receipt of the goods/services.
11. Participate in the compilation of information from various sources to prepare reports on budgets, accounting, finances and statistics.
12. Verify documents to ensure that requests for purchases/services via petty cash are duly authorized, and that materials and services can be purchased.
13. Apply knowledge of the principles and practices of the Protocol to ensure compliance with applicable policies, procedures and standards.
14. Assist all other units of the office in all their administrative and protocol requests addressed to the Administration.
15. In addition to all the tasks mentioned above, the Protocol and Support Administrative Assistant will carry out any other administrative task that his supervisor deems necessary to entrust to him in the interest of implementing the office’s activities.

Expected results :

• Punctual execution of reservation requests and plane ticket purchases in strict compliance with standards and regulations.
• Good documentation, archiving of documents relating to the files processed.
• Good collaboration with all members of the Staff.
• Able to work under pressure and manage a large volume of work within a reasonable time frame.

Success factors:

• Be dynamic, proactive and independent in your approach to work, without disrespecting the supervisor.
• Have a level of pedagogy to support the Administration and other units in their service requests.
• Have an ability to maintain and establish harmonious working relationships with colleagues and supervisors.
• Have a sense of priority and always be ready to work urgently.
• Provide the requested work within a reasonable time and with a certain quality in both substance and form.
• Explore ways to be systematically more efficient and precise in your own areas of work and share new methods and practices with colleagues.
• Demonstrate professionalism and courtesy.

REQUIRED QUALIFICATIONS AND EXPERIENCE:

Formation :

Secondary school diploma (BAC). A post-secondary certificate in Public Affairs Administration, International Relations, Political Science, International Law or other related field related to Business Management and Administration.

Experience wanted :

• At least four (4) years of professional experience at progressively responsible levels in office and protocol management.
• Experience in planning and organizing activities in an international setting, providing protocol services and working with Government or International Staff is required.

Technical skills :

• Has strong professional communication skills.
• Has experience in handling customs matters.
• Has proven experience in dealing with high-ranking/level Authorities.
• Has the ability to organize an event from start to finish.

Languages ​​:

• Mastery (level C) of French, and Haitian Creole, and an intermediate level (B) in English.

TERMS AND CONDITIONS :

This position is a 12-month Fixed-Term Contract with the possibility of renewal.

Salary and Benefits

• Attractive salary
• 30 working days of annual leave
• Maternity/paternity leave
• Sick leave
• 10 public holidays per year
• Affiliation to the United Nations pension fund
• Medical insurance for staff and their direct dependents.

DEADLINE FOR SUBMISSION OF APPLICATIONS:

28 Mars 2024

People with physical disabilities and qualified women are strongly encouraged to apply.

All employment decisions are made based on organizational needs, position requirements, merit and individual qualifications. WFP is committed to providing an inclusive work environment free from sexual exploitation and abuse, any form of discrimination, any type of harassment, sexual harassment and abuse of power. Therefore, all selected candidates will undergo rigorous reference and background checks.

WFP has a zero-tolerance approach to behaviors such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be required to adhere to WFP’s standards of conduct and will therefore be subject to rigorous background checks internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Any misrepresentation of information provided during the recruitment process may result in disqualification or dismissal.

WFP will not request payment at any stage of the recruitment process, including the offer stage. Any request for payment must be refused and reported to local law enforcement for appropriate action.