Salwa JALLAB

· Responsible for the provision of services such as facility management, travel, protocol, light vehicle management, 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.

· Responsible for optimizing vehicle utilization, reducing fuel consumption, and streamlining vehicle maintenance.

· Ensuring that WFP policies are followed regarding vehicle maintenance, accident prevention, fuel efficiency, and other driving practices.

· Monitor and ensure light vehicles operation in compliance with local and state rules and regulations.

· Ensure that all vehicles are in excellent working order so that they can perform their required functions.

· Responsible for light vehicle's maintenance, in full coordination with the logistics fleet unit, ensure the light vehicles are properly maintained and set up a maintenance schedule for both ordinary services and preventive maintenance to help minimize the cost associated, optimize vehicle utilization, and reduce fuel consumption.

· Record and maintain correct data and updates on a regular basis; generate and submit a monthly fuel analysis report.

· Keep records of all vehicles insurance documents, also, make sure that all the drivers in the fleet meet local regulations and have valid driving licenses, and act as the driver's first line supervisor.

· Acts as asset FP for El Obeid AO, and coordinates with CO asset FP to ensure the timely recording of the received assets in GEMS.

· Receives assets from WFP CO, labels them, and enters all relevant information in GEMS.

· Ensure that all received assets are properly, stored, secured, and guarded.

· Actively participate in the physical asset count and reconciliation process.

· Recommends and prepares an asset disposal plan.

· Act as an alternate for WINGS transactions.

· Organize and facilitate the administrative work of the office, including the establishment of internal procedures and tracking systems for correspondence and documents, maintaining a selected number of administrative control records, automating reports related to travel , insurance , logistics audits, investigations , budgets, and others, and verifying that the work is done in accordance with corporate standards and within established deadlines.

· Manage the immediate office with respect to communication, meetings and work flow, identify complex or sensitive subjects and contacts, for special treatment; as well as identify priority issues that need to be brought to the supervisor’s attention

· Participate in discussion on new/revised procedure and practices, interpret and assess the impact of changes and make recommendations on follow up action.

· Make arrangements for events such as meetings, trainings, etc.

· Make travel arrangements for all staff, this includes making reservation for tickets, ensuring tickets are collected and given to the passenger in good time and ensuring all travel is in accordance with the WFP travel guidance

· Act as a focal point for the pouch, inventory of office equipment and more

· Support to monitor sub office building management and related maintenance

· Assist Snr. Admin assistant in staff supervision (drivers and helpers)

· Control and record water delivery system

Create Trips of all staff in the system

· Process reviewing employment applications to evaluate qualifications or eligibility of applicants

· Examine employee files to answer inquiries and provide information for personnel actions

· Gather personnel records from other departments or employees

· Search employee files to obtain information for authorized persons and organizations.

· Interview job applicants to obtain and verify information used to screen and evaluate them

· Request information from law enforcement officials, previous employers, and other references to define the applicant's employment acceptability

· Compile and prepare reports and documents pertaining to personnel activities

· Inform job applicants of their acceptance or rejection of employment

· Select applicants meeting specified job requirements and refer them to hiring personnel

· Arrange for in-house external training activities

· Arrange for advertising or posting of job vacancies, and notify eligible workers of position availability

· Provide assistance in administering employee benefit programs workers compensation plans

· Process, verify, and maintain personnel related documentation, including staffing, recruitment, training, performance evaluations, classifications, and employee leaves of absence

• Maintained daily report documents, memos, and invoices.
• Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
• Created and updated records and files to maintain document compliance.
• Answered the multi-line phone system and enthusiastically greeted callers.
• Responded to emails and other correspondence to facilitate communication and enhance business processes.
• Scheduled appointments and conducted follow-up calls to clients.
• Promoted a positive image of the organization through clear communication both internally with colleagues and externally with clients.
• Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
• Handled daily scheduling tasks and provided administrative support for entire department.

-Provide complex administrative support to department director staff

Compiles edits and proofreads letters, memos, and reports.

-Acts as office manager & takes the lead in training administrative staff within the department

-Assist internal and external customers with inquiries regarding city policies, procedures, and functions; respond to and resolve customer complaints in a professional manner

-Schedule meetings; reserves meeting rooms; prepare travel arrangements; and maintain various calendars for the department

-Receive, sort, and process mail for distribution

Identify issues and works with director staff to develop solutions to operational issues within department

- Maintaine strict confidentiality in all aspects of personal, financial, and corporate information.

-Provide coverage for division secretaries department phones as needed