Business Support Assistant (ICT) SC4 - Baghdad - IRAQ, WFP/IRQ/2018/29

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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.

STANDARD MINIMUM QUALIFICATIONS

Education:

Completion of secondary school education. A post-secondary business administration qualification at certificate or diploma level.

Experience:

Five or more years of progressively responsible administrative work experience in an engaging and dynamic work environment.  Experience of successfully understanding and contributing to achieving key objectives in support of service plans in a service-orientated environment.

Knowledge: 

• Proficiency in use of Microsoft Office suite of applications including Word, Excel, Access, Publisher, and PowerPoint.
• 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.
• Ability to maintain confidentiality.
• Ability to prioritize, multi-task, coordinate workloads, and work under pressure to meet deadlines.
• Ability to be creative yet analytical with a logical mind and an eye for detail.
• Ability to provide accurate and reliable management information to enable the robust decision-making process.
• Ability to work unsupervised and under own initiative

Language:

Proficiency in English and Arabic Languages.

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

The incumbent is expected to deliver and complete a wide range of business support processes and activities within the Information Technology (IT) Unit in order to facilitate effective service delivery.

KEY ACCOUNTABILITIES (not all-inclusive)

• Coordinate all IT procurement activities specifically raising purchase requisitions, tracking delivery of goods and services, raising service entry sheets to confirm receipt of goods and services, and ensuring service provider performance evaluations are done.
• Process and manage administrative and financial tasks to contribute to the effective and timely management of resources including invoice tracking to ensure timely payment for goods and services procured by the IT unit.
• Coordinate allocation of mobile telephony and home connectivity services to staff including the update of contact list and be responsible for billing services via the Telephone Management System (TMS).
• Maintain relationships with other colleagues in the IT unit through the provision of business support to assist in information sharing and service delivery to staff.
• Contribute to the improvement of business procedures and processes.
• Collect and perform basic analysis of data to contribute to quality business information management.
• Manage and maintain records and databases, to ensure information is organized and readily available for staff.
• Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff in the IT unit.
• Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
• Maintain calendar of duty travels, training, leave, break-in-service, rest and recuperation.
• Respond to standard queries and provide timely and accurate guidance.
• Perform any other duties as required.

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.
   

Supervision Received

Business Support Associate will report to Business Transformation Officer who is the lead for Service Management, Digital Solutions, and Business Engagement Team in the Country Office IT Unit.

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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.