Business Support Assistant at the United Nations World Food Programme (WFP)

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

We are recruiting to fill the position below:

Job Title: Business Support Assistant, G5

Requisition #: 88450
Location: Maiduguri, Borno

Organizational Context

• This position is based in Maiduguri but travels to the humanitarian hubs locations (Gwoza, Ngala, Dikwa, Monguno, Bama, Banki, Damasak, Rann and other locations) will be required.

Job Purpose

• To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.

Key Accountabilities (not all-inclusive)
Under the supervision of the ETS Coordinator or the designate:

• Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
• Respond to standard queries and provide timely and accurate guidance.
• Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources
• Manage and maintain records and databases, to ensure information is organised and readily available for staff.
• Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
• Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
• Contribute to improvement of business procedures and processes.
• Collect and perform basic analysis of data to contribute to quality business information management.
• Provide guidance to junior colleagues in performing their duties.
• Assist managing all ETS related Administration, Travel, Logistics issues in the operation;
• Liaise and coordinate with any relevant partners e.g. WFP Administration, Travel and Supply Chain focal points;
• Liaise with the Security Unit to ensure the necessary paperwork for the deployment of ETS personnel is correctly submitted and all the permissions (including security) are granted.
• Assist supporting receipt/dispatch equipment against official approved documentation (e.g. waybills and/or delivery notes) ensuring accuracy in physical counting of equipment including the quality in compliance with the established standards;
• Assist maintaining and sharing a tracking sheet for all our orders/shipments/deliveries;
• Assess the availability of space and assist preparing stacking/storage plans prior ETS shipments arrival;
• Ensure incoming / outgoing ICT equipment is fully and properly accounted for and that internal control systems are adequate and functioning;
• Assist maintaining inventory of equipment, including updating the WFP Global Equipment Management System;
• Carry out periodic cycle counts to ensure information in the control systems reflects the physical stock of ETS equipment.
• Assist coordinating the shipping of equipment to/from the warehouse to the locations where items will be deployed.
• Receive and inspect all incoming assets and report discrepancies in IT materials inventory to senior colleagues to ensure materials are effectively tracked;
• Perform other related duties as assigned.

4Ps Core Organisational Capabilities
Purpose:

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People:

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance:

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership:

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

Standard Minimum Qualifications

• Completion of secondary school education. A post-secondary certificate in the related functional area is a requirement.
• Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

• 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.

Language:

• Fluency in both oral and written communication in English language, knowledge of local language of the area a plus.

Terms and Conditions

• Qualified female candidates are encouraged to apply.
• Only Nigerian nationals are eligible to apply for this position
• Applications must be submitted online and in English only.
• Only shortlisted candidates will be contacted.
• Canvassing is strictly prohibited. Canvassing of any sort will lead to automatic disqualification of the concerned applicant.
• Selected candidate will be employed on a fixed-term contract with a probationary period of one year. WFP offers an attractive compensation package.

Application Closing Date
5th October, 2018.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note

• WFP will apply a rigorous and transparent selection process including thorough assessment of technical skills to ensure the best candidates are selected for the job. Please ensure that your application contains accurate and complete information on academic qualifications, employment record and language skills. WFP will only consider academic credentials and degrees obtained from an accredited educational institution. Only successful candidates will be invited for an interview.
• WFP is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious and ethnic backgrounds to apply to become a part of the organization.
• WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
• Female applicants and qualified applicants from developing countries are especially encouraged to apply.