Business Support Associate (Fleet Centre) SC 6

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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.

WFP’s operation in the UAE was established in 2001 and has since become a crucial base for global humanitarian operations, supporting the emergency preparedness and fast intervention activities of both WFP and its humanitarian partners. The strategic location of the UAE, world-class logistics infrastructure, supportive host government and access to huge supplier markets makes WFP in the UAE ideally situated to deliver critical aid services to operations around the world.

STANDARD MINIMUM QUALIFICATIONS

Education:  Secondary school education. Training in administrative field supplemented by commercial or related courses is desirable. Bachelor’s degree will be an advantage.

Experience: At least five years of progressively responsible work experience in a variety of administrative roles and customer service (internal or external customers).  Knowledge of procurement, logistics or shipping is highly desirable.  Experience with local government administration, fleet management and warehouse operations would be considered an advantage.

Language:  Excellent oral and written communication in English, able to write business communication such as e-mails and notes succinctly, clearly and professionally.  Knowledge of French and/or Spanish is desirable.

Desirable Knowledge and Skills: Experience utilizing computers including MS Office and databases in daily work.  Knowledge of vehicles and vehicle accessories.  Ability to produce presentations and standard operating procedures and present them to various audiences.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Division Director or Country Directors. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit or Chief.
At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. They have responsibility for undertaking specialised business support work, such as organisation and coordination of work. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources, and coach and/or coordinate a team of support staff.

JOB PURPOSE

To coordinate and control a full range of business support services for a specific professional area of work, to ensure that services are delivered effectively.  

Service Contract for duration of 12 months with possibility of extension.

Level: SC 6

Salary starts from AED 17,820.29 per month (inclusive of pension), plus insurance and other benefits.

Under the overall guidance and the direct supervision of the Fleet Centre Head of Finance and Administration, based in Dubai-UAE, the incumbent shall have the following duties and responsibilities:

KEY ACCOUNTABILITIES (not all-inclusive)

Liaison and Customer Service

• FLEET CENTRE’s liaison between stakeholders including but not limited to customers and logistics providers, to facilitate customer service;
• Prepare cost proposals for customers, ensure document and financial flows
• Follow up on customer queries and ensure payment is received for confirmed orders
• Advise customers on fleet management: forecasting fleet requirement, technical advice on vehicle and accessory needs, advice on buying and using security equipment;
• Designated unit spokesperson for visiting delegations at the warehouse. Conduct site visits for diplomatic missions/ government personnel and schools;
• Coordinate logistics shipments to plan all shipments and warehouse management;
• Responsible for the preparation and updates of Standard Operating Procedures in area of work;

Supply Chain Management

• Gather data such as exchange rate forecasts, future order volume projections, stock and model updates from vehicle manufacturers etc. to propose the level of the vehicle restock order to the FLEET CENTRE manager;
• Assess customers’ needs: technical specifications, security and delivery time to inform purchasing decisions;
• Ensure all customer documentation is available for speedy order processing;
• Ensure a minimum stock level of accessories is constantly maintained to cater to regular and emergency dispatches;
• Design and propose inventory management systems and processes to senior management;
• Raise purchase requests on SAP (WINGSII) for all accessories and other non-vehicle requirements for FLEET CENTRE;
• Ensure order process, operations efficiency, by
• Verifying availability of stocks;
• Send request for quotation to suppliers;
• Aligning supplier quotations and customer requests;
• Propose solutions to clients;
• Seek approval from FLEET CENTRE manager;
• Prioritize customer orders to ensure dispatch with minimum time lag between new stock arrivals and confirmed order dispatches;
• Advise the workshop supervisor on priorities for work scheduling of the technicians;
• Act as workshop supervisor in the absence of the incumbent;
• Perform other related duties as required.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
•  Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
•  Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
•  Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

• Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
•  Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
•  Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
•  Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
•  Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
•  Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
•  Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
•  Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
•  Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

TERMS AND CONDITIONS

• Applications received after the closing date will not be considered.
• Only those candidates shortlisted for interview will be notified.

DEADLINE FOR APPLICATIONS

27th of March 2019.

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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.