Avis de recrutement : PAM recrute un(e) Assistant(e) administratif(ve), Yémen.

 

 

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices. Under the direct supervision of Administrative Associate, the Administration Assistant (Guesthouse Management) will work in WFP Accommodation facilities and shall perform the following duties:

KEY ACCOUNTABILITIES (not all-inclusive)

  1. Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff;
  2. Respond to standard queries and provide timely and accurate guidance;
  3. Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources;
  4. Manage and maintain records and databases, to ensure information is organised and readily available for staff;
  5. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff;
  6. Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate;
  7. Contribute to improvement of business procedures and processes;
  8. Collect and perform basic analysis of data to contribute to quality business information management;
  9. Provide guidance to junior colleagues in performing their duties.

SPECIFIC KEY ACCOUNTABILITIES

• Serve as WFP accommodation focal point for WFP provided accommodation facilities, ensuring that
rooms are properly maintained and guests are assisted before and during their stay, maintain
appropriate and close coordination with external parties and contractors;
• Supervise and manage the performance of external suppliers to ensure high quality and reliable services
to the residents- housekeeping, catering, etc;
• Ensure full inventory and management of NFIs in WFP rooms, apartments and common areas and
perform regular physical inventory;
• Ensure proper management of apartments’ access cards and keys;
• Ensure timely maintenance and cleaning of meeting rooms, office and terrace areas, ensuring full
readiness for events;
• Communicate and coordinate any support required from contractors and ETC staff throughout the
events, and timely attend to any urgent needs;
• Provide regular reports to the Supervisor on the AOR.

General Administration:
• Manage occupancy and efficient allocation of rooms; ensure booking requests are received/processed
through the Humanitarian Booking Hub;
• Define service requirements (cleaning, catering, maintenance and sanitation, security, utilities,
transport, NFIs, etc.);
• Work in close collaboration with Engineering and Security Units to ensure efficient management of the
premises as well as adequacy and safety of fixtures;
• Use the Digital Office within the Humanitarian Booking Hub for booking, occupancy and reporting;
• Maintain records of all accommodation management-related income and expenditures.

Maintenance:
• Conduct regular inspections 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 contractors and ensure adequate infrastructure maintenance schedules are in
place and adhered to;
• Ensure regular supply, treatment and servicing of all water and sanitation related equipment, including
septic tanks;
• Perform regular checks of emergency food/hibernation kit, fire extinguishers, first aid kits, ETBs, etc.;
• Ensure that contingency food stocks are properly stored and keep a tracking system updated and
monitored; plan for the timely replenishment of the stocks.
• Oversee and coordinate the maintenance of equipment with relevant units;
• Explore possible green waste disposal options.

Contract Management:
• Propose solutions for cost-effective and high quality and timely services; perform market search
as/when required;
• Monitor and evaluate contracted work ensuring that contractors’ performance is in accordance with
prescribed requirements and deliverables; apply Key Performance Indicators to monitor and
demonstrate achievement of agreed service levels and lead improvement initiatives;
• Timely address all inconsistencies and, as/when required, escalate issues to the direct supervisor.

Customer Service:
• Establish a solid feedback mechanism with the residents;
• Keep good communication with the residents and address any concern in a polite and timely manner;
• Take swift actions on complaints and recommend improvements;
• Maintain record of all incidents and ensure timely remedial actions.
Perform other Units as required by the Administration Officer.

STANDARD MINIMUM QUALIFICATIONS

  • Education: Completion of secondary school education. A post-secondary certificate in the related functional area. A degree in Design, Fine Arts or related field is desired.
  • Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
  • Language: Fluency in both oral and written communication in Arabic & English languages
  • Nationality: Yemeni National / valid work/residency permit holders only.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • Knowledge of specialised common business practices and methods, gained through relevant technical training and experience;
  • Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service;
  • Ability to carry out basic data analysis and independently rectify problems requiring attention;
  • Ability to monitor and record financial transactions;
  • Good communication skills required to give and receive information and work with a variety of individuals;
  • Ability to maintain confidentiality.

closing date :  28th December 2022

Apply here