Overview
The Administrative Associate will be responsible for executing procedural and specialized administrative tasks for the Rome Common Services Center, with a focus on Premises Management and supporting other administrative functions.
Key Responsibilities
- Undertakes delivery and improvement in administrative support and office services including space management, transport services, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.
- Coordinates day-to-day operations of cleaning service personnel, ensuring contract compliance and quality control; coordinates with WFP-service provider all actions related to staffing and scheduling.
- Coordinates day-to-day facility support services, including photocopier maintenance, courier logistics, and cable/internet providers, ensuring seamless office functionality.
- Reviews invoices against service delivery receipts and in strict accordance with signed contracts before submission for approval for payment processing.
- Monitors and replenishes essential office consumables, including stationery, office consumables, pantry supplies, and other materials, on a regular basis to maintain operational continuity, as needed.
- Establishes and keeps collaborative arrangements with WFP and services providers to ensure smooth management of premises.
- Provide support in development of improvement projects related to energy and resource efficiency as well as accessibility of premises.
- Act as an alternate security focal point.
- Participate in Green Team activities to improve energy management.
- Act as a focal point for annual EFAAT data collection.
- Assist in organizing regular fire warden, first aid training, and fire drills including testing of the emergency communication system and BCP, as relevant.
- Ensure that all services and maintenance of the office premises and equipment are supervised, performed, and repaired according to organizational standards, guaranteeing a safe, functional, and compliant working environment for all staff.
- Coordinate with WFP to ensure that emergency maintenance is performed as soon as possible with as little interruption to business operations as possible.
- Act as a focal point for all facilities-related requests from staff.
- Timely escalation to supervisor of critical issues.
- Acts as a focal point for managing the office’s workspace and locker allocation (e.g. hot desking).
- Acts as a focal point for maintenance of the Premises Management Services (PMS) platform and ensure information is always up to date.
- Handle move-ins and move-out inspections and make sure office spaces are cleaned of personal belongings before entry of new staff.
- Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
- Manages incoming and outgoing correspondence, e-mails and telephone calls related to service requests.
- Disseminate information and communications related to premises to staff, including security related information.
- Establishes and maintains the office filing and reference systems, both traditional and digital; and
- Act as a focal point for updating the CSC SharePoint Site.
- Supports organization of conferences and meetings as per agreed service catalogue by making logistical arrangements, through engaging with facilitators, caterers and hosts.
- Liaises with budget focal points and section over costs and needs and accordingly manages the service line per agreed SOPs.
- Prepares and maintains agendas on meetings and events both organized in WFP headquarters and outside to facilitate work planning and forecast needs.
- Coordinate receipt of requests in OASIS, transfer to WFP, and ensure completion.
- Participate in annual physical inventory of Assets and Attractive Items as an asset counter.
- Back up for Administrative Associate G6 (Property management).
- Provide back-up support for other administrative, operations, and protocol support services as needed.
- Projects as assigned by Administrative and Finance Specialist or Chief of CSC.
Required Experience
- A minimum of six (6) years of progressively responsible administrative experience is required.
- Facilities management, including supporting conferences and meetings, is required.
- Experience in supporting a large client base is required.
Qualifications
- Completion of secondary education is required.
- Professional and/or university courses related to the field of work are highly desirable.
