Business Support Associate, G6 level

The United Nations World Food Programme (WFP) is the world's largest humanitarian agency, fighting hunger worldwide. We are seeking to fill the position of Business Support Associate G6 in WFP Berlin Office (PGG).  The target start date for this position is the first week of January 2019.

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

PLEASE NOTE:

Applicants must reside within commuting distance of the WFP Berlin, Germany office.

JOB PURPOSE

This position is located in Berlin, Germany. The incumbent will provide front office management functions reporting to the Head of Office and will be expected to deliver standard business support and administrative processes including Budget/Finance, Procurement, Human Resources, IT, Security for the WFP Office in Berlin, also providing administrative support to WFP’s Innovation Division (ShareTheMeal Office in Berlin and WFP Innovation Accelerator Office in Munich).

1. Provide dedicated executive assistant support.
2. Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.
3. Provide a full range of complex business support services to staff to contribute to the effective functioning of business operations.
4. Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, ICT, Security etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
5. Assist managers in planning, monitoring and reconciling budget(s) to ensure that planned financial resources are used effectively.
6. Prepare recurring financial reports as scheduled, make a financial forecast for budget preparation, audits or other reasons.
7. Purchase office supplies and equipment locally and arrange for control of distribution and maintenance of inventory records.
8. Carry out all operations required for authorising and making expenditures and ensuring the most rational use of those funds. This includes making calculations, requesting various offers, requesting funds, checking support and justification documents, making payments and recording payments verifying the accuracy of calculations and the completeness of supporting documents.
9. Perform liaison duties with concerned ministries for required clearances, e.g. Ministry of Finance (VAT), Ministry of Foreign Affairs (Protocol).
10. Prepare and review correspondence and documentation, including official correspondence with government counterparts, providing feedback and making amendments where appropriate, to ensure production of these materials to time and quality standards.
11. Provide financial and/or administrative support for high-level visits/missions and events.
12. Provide advice and assist staff members and their dependents in processing requests for visas, identity cards, and other necessary administrative documents in accordance with the requirements of the office and the United Nations. 
13. Brief and assist staff on allowances, travel claims and other financial matters, and calculate and process payments due for claims and services.
14. Prepare a range of HR documentation required for recruitment of staff/interns, processing of entitlements, transfer/separation, training, timekeeping etc. ensuring accuracy and meeting established deadlines.
15. Support and deliver onboarding for new staff/interns joining WFP Berlin, to ensure that relevant processes are followed and the conditions of terms of service are explained and understood.
16. Maintain confidential files of various personnel subject matters including the personnel files for locally recruited staff.
17. Oversee the maintenance of records and databases to ensure information is organised and readily available for staff and compliant with all relevant regulations and policies.
18. Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.
19. Provide advice, support and/or training to junior support staff in the provision of business support services, in order to support their learning in providing business support.
20. Coordinate tasks of junior colleagues to ensure support services are delivered consistently and to the required standards.
21. Perform any other duties as requested by the supervisor.

Education:

• Completion of secondary school education.

Experience:

• Six or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Language: 

• Fluency in both oral and written communication in English and German.

Knowledge & Skills:

• Specialised knowledge of the application of common business processes, practical business support methods, procedures and systems used in the 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.

Specific experience required for the role:

• Working experience with WFP or any other UN organization desirable.
• Experience in budget formulation and management desirable.
• Proficiency in the use of Word, Excel and knowledge of SAP.

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 the following websites for detailed information on working with WFP.

http://www.wfp.org Click on: “Our work” and “Countries” to learn more about WFP’s operations.

Applicants may be:

1. German nationals holding a valid passport and/or identity card.
2. EU citizens holding a valid passport and/or identity card; AND with confirmed registration from the German authorities.
3. Non-EU citizens holding a valid German Resident Permit.

DEADLINE FOR APPLICATIONS: 20 September 2018

Ref.: VA 85743