WFP NYC Office - Business Support Assistant G5

DEADLINE FOR APPLICATIONS

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 or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive, diverse, and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

We are seeking to fill the position of Business Support Assistant G5, based in the WFP Global Office in New York City, United States of America.

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

Only applications received in English will be considered.

ORGANIZATIONAL CONTEXT

The United Nations World Food Programme (WFP) is the world's largest humanitarian agency fighting hunger worldwide. WFP pursues a vision of the world in which every man, woman and child has access at all times to the food needed for an active and healthy life. In New York, WFP advances its mandate through strategic engagement with key stakeholders in the multilateral, inter alia, permanent missions, the Secretariat, the Security Council, the Economic and Social Council, the UN funds and programmes based in New York, private sector entities, civil society organizations, media and news outlets, and academia, among others.

Under the supervision of The Deputy Director, the Business Support Assistant (G5) will ensure the smooth running of daily administrative activities in the WFP New York Office.

JOB PURPOSE

The Business Support Assistant will deliver a wide range of business support processes and activities covering administration, finance, procurement and other support related functions as needed. 

In addition, the Business Support Assistant will support with system improvements ensuring a more streamlined and efficient way of working in the areas of general office management, administrative services as well as procurement, inventory management, information management, and facilities management with quality and client-focused mindset.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

• Collate data and prepare basic analysis to assist with the creation of reports to contribute to efficient management of resources.

• Process routine actions related to procurement, finance, human resources, and other relevant areas, contributing to the effective and timely recording of data in corporate systems.

• Manage and maintain physical and digital records in accordance with established procedures to ensure swift and easy data access as required.

• Be the first point of contact for internal queries, providing timely and accurate responses to facilitate efficient and effective resolution of daily issues.

• Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services provided.

• Utilise digital tools and technology applications to improve working practices and customer service.

• Provide administrative support for the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.

• Liaise with other functions and third-party contractors to enable efficient service delivery.

OTHER POST REQUIREMENTS (details determined by the Post Manager):

• Coordinate the provision of a range of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting and recommending solutions to rectify any major issues, to ensure the provision of a safe and comfortable working environment for WFP staff.

• Support finance and budget compliance by monitoring expenditures, verifying payments, and managing petty cash. Prepare financial reports and ensure accurate cost tracking. Assist with vendor claims and procurement procedures. Compile data to support informed decision-making.

• Act as a point of referral for New York team in order to inform and share processes and compliance with the relevant regulations, policies and procedures, and performance plans.

• Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems, to ensure consistency and efficiency of services provided to all clients.

• Ensure the office maintains an up-to-date welcome package for visitors – including logistics, accommodation, transport, and access details – by conducting regular research and incorporating feedback. Also, lead the coordination of special meetings, covering hospitality, IT needs, space arrangements, and overall guest support.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE:

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Language:  Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another UN language (Arabic, Chinese, French, Russian, Spanish, and/or Portuguese (a WFP working language) would be an advantage.

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

Essential requirements:

• Background in finance and accounting.

• Proficiency with procurement and invoicing platforms.

• Prior experience in administrative roles.

Desirable requirements:

• Experience working in international organizations.

• Experience in coaching or training new staff in the area of expertise.

• Understanding of basic ICT equipment.

Knowledge & Skills:

• Knowledge of specialized 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.

• A high sense of confidentiality.

TERMS AND CONDITIONS

Please note that this is a local recruitment for a General Service Staff position; therefore applicants must:

a) be US citizen, or non-US citizen holding a valid legal permit to live and work in the US; and

b) reside within commuting distance (100 km or 1.5 hours travel time) of the duty station New York City, USA (733 3rd Ave #23, New York, NY 10017), or already live in the country and be willing to relocate to New York City at their own expense before taking up the assignment. Preference will be given to candidates who already reside within commuting distance of the duty station.

Please note that WFP will not cover relocation or living expenses and will not provide assistance in obtaining and extending residency status or work permits.

Working arrangement: The position requires physical presence at the office at a minimum of 4 days a week, and working remotely will be only granted only one day per week.

WFP offers a competitive compensation package, determined by the contract type and the selected candidate’s qualifications and experience.
New York salary scale: UN Salary Scale.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, 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.