WFP New York - Business Support Associate G6

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.

We are seeking to fill a Fixed Term position of Business Support Associate G6, based in the WFP Global Office New York located in New York City

Please note that this vacancy announcement is being issued internally and externally.

Please note that candidates must be residents of the United States, have a legal work permit there, and must reside within commuting distance to the location of the office in the duty station in New York City at the time of application. If not residing within commuting distance at the time of application, candidates must be willing to relocate to, New York at their own cost before taking up the assignment. WFP shall not be responsible for any costs associated with such relocation nor shall WFP assist or otherwise be involved in obtaining residency status or legal work permits

ORGANIZATIONAL CONTEXT
 

This position is based in the office that represents the World Food Programme in New York and reports to the Director for the UN System and Multilateral Division  

This person:

•            Performs front office management functions.

•            Leads protocol for WFP in New York.

•            Is expected to demonstrate a high degree of understanding of diplomatic protocol, responsibility, initiative and tactful communication, to respond independently in support of relations with senior officials at Permanent Missions to the United Nations, senior UN officials and representatives from civil society, business and the media.

•            The Business Support Associate also supports the engagement of senior UN leadership in senior-level UN fora.

This job requires the ability to work under pressure, a deep understanding of protocol and intergovernmental systems and procedures, detail –orientation and prioritization..

This job requires flexibility in scheduling and workload, given the nature of work in New York and the responsibility to support senior-level guests and VIPs, and when required, engage in fora that take place on weekends, as well as before and after normal business hours. This time will be compensated through leave hours but the willingness and flexibility to work on a dynamic schedule is a requirement.

This job also requires the ability to maintain discretion and confidentiality.

The duties of this position require the person to be in the office.

JOB PURPOSE
 

To coordinate and control protocol and provide a full range of executive support services for WFP in New York to ensure that services are delivered effectively

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)
 

1. Provide a full range of business support services for WFP New York.
2. Understand and lead protocol functions for WFP in New York, including appropriate-level engagement with Member States and senior UN officials.
3. Manage the administrative elements of the front office, including correspondence drafting and logging, scheduling and agendas, as well as meeting and events coordination.
4. Act as the focal point to support all executive, VIP missions, VIP/external guests, and staff visits to the UN Headquarters, including planning, coordinating and managing executive visitor schedules.
5. Act as the front office focal point for engagement and coordination with the front offices of Member States, UN Headquarters, and other WFP offices.
6. Ensure the proper setup and execution of WFP Leadership participation in UN Headquarters-based meetings including the Executive and Deputy Committee Meetings, Senior Management Meetings, Chief Executive Board, etc.
7. Coordinate internal meetings and reports, including the Annual Performance Plan and Risk Register, and ensure internal information management.
8. Track and coordinate input for invitations and inputs to reports.
9. Oversee the maintenance of records and databases to ensure information is organized and readily available for staff and compliant with all relevant regulations and policies.
10. Perform other official duties and special assignments which may be requested by the Director.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential:

• Experience in processing/providing administrative support to managers including protocol assistance, travel, preparation/proofreading of correspondence, and support senior-level guests and VIPs.
• Experience supporting and/or coordinating financial services.
• Experience organizing events/meetings with internal/external participants/organizations (virtual and in-person).
• Experience maintaining/overseeing the maintenance of records and monitoring/verification of data in internal databases/systems using.
• Good knowledge and proficiency in the use of Microsoft Office Suite.
• Ability to organize, prioritize and manage a complex set of tasks and processes with competing deadlines, and to remain calm under time pressure; 
• Tact and diplomacy, client orientation, attention to detail, flexibility and adaptability, teamwork, a high sense of confidentiality and good communication skills.

Desirable:

• Experience in supporting, and/or training others, as well as coordinating resources and organizing own work.
• Experience interacting and providing support to internal and external parties/stakeholders Knowledge of ERP systems and specifically SAP Software.
• Experience working in a United Nations common system, international organization or non-governmental organization.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education.

Language: Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official UN language is preferred

Experience: Six or more years of progressively responsible work experience in the relative business stream with experience in general administrative work level

Knowledge & Skills:

• Specialised knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.
• Good communication skills in order to provide specialised business support services to a wide range of individuals.
• Ability to analyse and interpret financial data and monitor budgets.
• Ability to proactively identify and recommend areas for improvement to the design and delivery of specialised services.
• Ability to build relationships with a variety of individuals across functions.
• Experience in coordinating the work of others and self and training and supporting others.
• Ability to maintain confidentiality.

WFP LEADERSHIP FRAMEWORK

These are the common standards of behaviour that guide HOW we work together to accomplish our mission

Different expectations of behaviour are defined depending on your grade and role/responsibilities within WFP.

TERMS AND CONDITIONS

WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience.

Please visit http://www.wfp.org and click on: ‘Our work’ and ‘Countries’ to learn more about WFP’s operations.

Salary scale: UN - Salary Scale

Applicants must:

• • Be a U.S.  citizen or resident holding a valid passport and/or identity card, or a valid Resident Permit to work and live in the country.
  • Reside within commuting distance (100-kilometer radius or distance that can be covered within 1.5 hours by car or public transport under average conditions of traffic, weather, and roads) to the office location at the duty station 733 3rd Ave, New York, New York, 10017.

Please note that applications should be sent in English. Only applications received in English will be considered.

Please note that this is a local recruitment. Locally-recruited employees must have the right to reside and work full-time without restrictions in the country of assignment for the entire duration of their employment with WFP, failing which WFP reserves the right to withdraw an offer of employment and/or terminate the employment relationship. This right must be obtained independently by the candidate prior to applying to WFP, and WFP may seek proof thereof at any point during the recruitment process and/or subsequent employment with WFP. WFP shall not accept any responsibility or liability to act as a sponsor or to otherwise facilitate the issuance, maintenance, renewal, extension, or conversion of the candidate's residency and/or work "permit" for the purpose of employment with WFP.

Deadline for applications: 4 April 2024

Ref. VA: 831964

WFP is committed to diversity and inclusion within its workforce, and encourages all qualified candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a  part of the organization. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the selection & recruitment process, and for work-related needs upon joining the Programme. WFP has  zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. All selected candidates will, undergo rigorous reference and background checks.

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.