Jobs in Jordan - career in Jordan - vacancies in Jordan-Administrative Associate (Protocol)-Jobs in Jordan - career in Jordan - vacancies in Jordan
Job description
This position is open for qualified WFP candidates. Female candidates in particular, are encouraged to apply.
Supervision: This incumbent will report to Administration Officer and overall supervision of the Head of Support Services. The Protocol Unit provides all kind of official protocol services and advisories to all staff and entities in the WFP compound
Accountabilities: Within delegated authority, the Admin Associate will be responsible for the following duties:
· Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
· Responsible for provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
· Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
· Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
· Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.
· Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
· Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
· Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
OTHER POST REQUIREMENTS:
Manage the process paper works to submit the requests for Residencies and extensions to the Ministry of Foreign Affairs for all Int’l Staff and their dependents.
Manage, prepare and submit necessary visa process paper works to Ministry for official staff to enter Jordan on official visit.
Follow up all customs clearance procedures for WFP assets importing/entering into Jordan
Follow up with the Customs on all customs clearance processes for personal effects of Int’l staff
Ensure the timely registration of newly arrived vehicles and their periodic extensions
Facilitate the registration process for the tax exempted cars owned by Int’l staff
Manage paper works to submit the requests for Residencies for consultants and their dependents through Ministry of Foreign Affairs and Ministry of Interiors
Ensure the update regularly Protocol database to record and track all protocol related actions and report to the Supervisor on Red (most urgent) and Yellow (highly urgent) items
Ensure timely follow up and update on all kind of official Protocol services and advisories to the staff and the offices in WFP Compound in Amman
Facilitate the visa process with the Embassies for all official visits by staff outside Jordan
Ensure proper Archiving of protocol documents (both hard copies and soft copies)
Provide training and guidance to staff in interpretation of protocol procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
Any other tasks as and when applicable
Job Details
| Date Posted: | 2017-01-30 |
| Job Location: | Amman, Jordan |
| Job Role: | Administration |
| Company Industry: | Community/Social Services/and Nonprofit |
Preferred Candidate
| Career Level: | Mid Career |
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