nisreennaimi1

1. Screen external reporting products, CSPs, and other documents as required. Provide analysis and research on the emerging political, social, and economic situation in the region, filtering for politically sensitive issues and escalating as appropriate.
2. Ensure WFP’s position for external audiences is calibrated in line with UN stances, terminology, and WFP’s organizational principles. Engage directly with CO leadership and HQ as required, including drafting Note Verbales for the concerned.
3. Support WFP management to ensure that WFP priorities are reflected in CO strategies. Review key reporting products to ensure data quality and consistency across past products and interagency stances as appropriate.
4. Coordinate collation and dissemination of scheduled and ad-hoc information products, reports, meeting minutes, and information requests related to corporate-scale emergencies.
5. Maintain visibility over and recommend changes to regional coordination, information management, and dissemination systems, practices, and products as necessary.
6. Ensure information quality control, supporting effective communication flow across the chain of command.
7. Support the Head of Supply Chain’s engagement in regional emergency responses and country office scale-up. Manage briefs, draft talking points, and background documents as required, consolidating inputs from Emergencies, Partnerships, and other teams.
8. Coordinate key operational heads of sections’ ad-hoc outputs for WFP management, such as funding strategies, donor engagements, supply chain overviews, media messages, and other products as required.
9. Monitor the main success indicators for WFP emergency operations through situation reports, dashboards, and pipeline reports, highlighting issues for management’s attention as required.
Other responsibilities I can do,

• Strategic Planning: Contribute to the development and implementation of Management Services components within WFP’s Country Strategic Planning (CSP) and Resource Planning, ensuring alignment with country, regional, and broader WFP strategies and policies for efficient and effective service delivery.
• Annual Planning: Assist in the creation of annual plans by adapting policies, procedures, processes, standards, and systems to specific operational contexts, mitigating risks, and ensuring services support WFP’s strategic objectives.
• Functional Analysis: Conduct specialized functional analysis using data-driven approaches to provide management and clients with accurate information and reports for efficient planning and decision-making.
• Partnership Building: Build and maintain productive partnerships with WFP’s internal and external stakeholders, other UN agencies, and government entities to enhance efficiency and optimize cross-functional processes.
• Resource Management: Manage existing resources and estimate new requirements to ensure efficiency, cost-effectiveness, and timely operations and services.
• Contract Management: Oversee contract execution to ensure value for money and optimal resource allocation.
• Emergency Preparedness: Support the development and implementation of standard emergency preparedness and response actions to enable WFP to quickly deploy necessary resources to affected areas.
• Compliance Monitoring: Monitor compliance with Occupational Safety and Health (OSH) standards to proactively identify hazards and provide recommendations for action.
• Environmental Sustainability: Promote a culture of environmental sustainability by modelling actions that drive sustainability in all activities.
• Digital Tools Utilization: Leverage digital tools and applications to their fullest potential, collaborating with technical experts to effectively adopt and adapt innovative technologies, thereby enhancing operational workflows and customer service.
• UN Reform Initiatives: Prepare and implement designated components of UN Reform-related inter-agency initiatives to achieve cost savings and improve service quality.
• Field Missions: Conduct oversight field missions to identify gaps, provide advice, and propose solutions in relevant services or products.
• Team Management: Manage and motivate diverse teams, providing coaching, training, and guidance as needed to ensure appropriate development and high performance.
• Capacity Building: Enhance capacity-building activities for WFP staff and partners to improve their understanding of Management Services regulations, policies, procedures, processes, standards, and systems.

General Administration:

1. Checked timesheets and processed payroll.
2. Managed invoicing.
3. Supervised Office Coordinator, Receptionist, Cleaner, and Driver.
4. Financial Management:

5. Handled payment processing, credit control, cash flow forecasting, reconciliation, expenditure tracking, job costing, financial reporting, and annual returns.
6. Liaised with accountants and managed the budget and provision of office equipment, IT, and stationery.
7. HR Management:

8. Developed and implemented HR systems, processes, policies, and procedures.
9. Ensured HR policies were up-to-date with legislation and accurately applied.
10. Issued offer letters and contracts to new employees and coordinated new starter inductions and training.
11. Liaised with line managers for probationary period assessments and issued necessary paperwork.
12. Coordinated and managed appraisals, salary reviews, and other employee benefits.
13. Managed recruitment and retention, including defining roles, liaising with agencies, preparing recruitment adverts, and conducting interviews.
14. Supported managers in the Performance Review/Appraisal process and initiated appropriate actions.
15. Conducted exit interviews and addressed areas for improvement.
16. Provided advice and support on day-to-day HR issues.
17. Prepared documentation for management meetings.
18. Managed and monitored absence and holiday/sickness.
19. Supported managers with HR-related matters, including disciplinaries, grievances, absence management, and equal opportunities.
20. Developed and maintained effective career development and performance management systems.
IT Management:

1. Maintained servers and monitored hardware/software specifications and licensing schedules.
2. Ensured data protection and liaised with IT support.
3. Created new user accounts and deactivated old ones, handled ad-hoc IT queries, and upgraded IT systems.
4. Prepared new hardware and software for new recruits.
5. Managed electronic document control, storage, and archiving.
6. Liaised with the Building Manager to ensure compliance with H&S regulations.
7. Managed office utilities, stationery ordering, professional indemnity, and office insurance.
8. Oversaw health and safety management.
9. Maintained the company website, updated company profiles, and kept senior staff CVs up to date.
10. Ensured replenishment of business cards and other collaterals.
11. Oversaw day-to-day office operations and resolved office problems.
12. Managed archiving and controlled confidential correspondence.
13. Ensured legal documents were safely stored and readily available.
14. Updated commercial document templates.
15. Renewed trade licenses and insurances on time.
16. Led ISO accreditation efforts and conducted audits to ensure ISO compliance.
17. Nominated Quality/Safety Officers to assist in maintaining the ISO system.
Procurement:

Provided operational coordination and administrative services to support procurement projects.
Identified and recommended potential suppliers, compiled data/documents to support supplier selection, and ensured standard processes were followed.