Business Support Assistant, Gs 4 - Kirehe

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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.

Career Opportunities: Business Support Assistant G4 (Kirehe Field Office) (86967)

Requisition # 86967 - Posted 08/08/2018 - Fixed Term - Africa, Central & Eastern - Rwanda - Kerehe - Working Job Language (2) - BUSINESS SUPPORT

 

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT 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.

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.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders may either perform administrative support functions in the front office and report to the Business Support Associate, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate. In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, Chief, or the designate.
At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.

JOB PURPOSE

To deliver standard business support processes for WFP Kirehe Field Office and facilitate effective service delivery in general administration  

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A completion of University degree in a relevant field is desirable.  
Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

  • Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
  • Knowledge of work routines and methods to complete processes under minimal supervision.
  • Uses tact and courtesy to give and receive information to a wide range of individuals.
  • Ability to identify data discrepancies and rectify problems requiring attention.

Language:  Fluency in English language.
KEY ACCOUNTABILITIES (not all-inclusive)

General:

  • Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
  • Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
  • Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
  • Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
  • Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
  • Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
  • Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
  • Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
  • Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

Specific:

  • Support the field office operation by ensuring timely request and provision of suitable inputs such as office equipment, stationary and other office utilities as required;
  • Support the processing and managing routine administrative and financial tasks for functional areas of the field office, and contribute to the effective and timely management of the office assets and resources as well as managing and supervising the work of the field office support staff;
  • Manage vehicles in liaison with the Country Office, ensure timely submission of fuel reports, vehicle service/maintenance schedule and make sure that the filing of fuel returns and log books are properly done and facilitate the Travel Authorization (TA) documents for the field staff for management approval;
  • Manage the field office petty cash, including the preparation of petty cash replenishment request, register and track invoices for payment, prepare petty cash reports in consultation and approval of the relevant accounting officer;
  • Provide photocopying and document binding services as requested and provide filing services and archiving within the field office to ensure that information is accurate and readily available for use;
  • Coordinate the delivery of documents/mail to WFP Country Office, UN offices, Government, Non-Government Organizations [NGO] and other partners and receive, inspect and distribute parcels to the field staff as required;
  • Assist in the coordination of activities for the visitors to the refugee operations and other WFP supported activities including making hotel reservations and work with the relevant officers on arrangement of workshops and meetings materials;
  • Manage, direct and provide information to field office visitors and respond to their queries and escalate where appropriate, to provide a timely and accurate service to clients;

     

OTHER SPECIFIC JOB REQUIREMENTS

This section is optional to describe additional responsibilities & knowledge required for the specific job

TERMS AND CONDITIONS

DEADLINE FOR APPLICATIONS

22 August 2018

Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.