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Business Support Assistant- Kigali (SSA 3)

Kigali (Rwanda)

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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.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices. 

KEY ACCOUNTABILITIES (not all-inclusive)

Under the overall supervision of the National Administration Officer, the incombent will perform the following duties: 

·  General Administration:

i)           Assist in extracting and inputting data from various administrative services

     like monthly private telephone calls for staff;

ii)         Respond to enquiries from staff in the Country office or field office and supply

     readily available information from office files, databases, by liaising with other

     offices as;

iii)        Prepare routine correspondence using standard letters/templates or exchange

     straightforward, fact-oriented messages not requiring discussion or

     elaboration; Search for retrieve, compile, assemble and archive a variety of

     statistical data from computer files, records, reports or from other sources for

     internal/external use;

·  Travel management:

i)           Work as Admin finance travel focal point by ensuring timely preparation   of

      trip documents in WINGS;

ii)             Assist in hotel bookings, conference arrangement and air ticket bookings;

·  Protocol management:

i)            Receive telephone calls and office visitors and refer them to the appropriate

      source or reply personally to simple queries when possible

ii)         All outgoing call are recorded in a register;

iii)        Ensure the reception is well cleaned and giving a good impression of the

     organization to visitors

·  Registry management

i)         Collect, sort and distribute correspondence, reports and other material and transmit

   correspondence, documents;

·    Perform other related duties as required.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level
Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights.
Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.
Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

STANDARD MINIMUM QUALIFICATIONS

Education:  A university degree in management, business administration, law, economics, secretary or any related fields.

Language:  Fluency in both written and oral communication in French and English.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • At least five years of progressively responsible support work experience in general administrative work, logistics, accounting/finance and law.
  • Has supported in providing ad-hoc guidance to new staff members

DEADLINE FOR APPLICATIONS

N/A

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Female applicants  are especially encouraged to apply

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply

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  • Organization: UN WFP - World Food Programme
  • Location: Kigali (Rwanda)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Public, Private Partnership
    • Trade and Development
  • Closing Date: 2018-10-11

What does it mean?

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