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Business Support Assistant (Administration - Office of the Deputy Country Dire) G4 Kampala 1

Kampala (Uganda)

  • Organization: UN WFP - World Food Programme
  • Location: Kampala (Uganda)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Managerial positions
    • Administrative support
    • Sustainable trade and development
    • Sustainable Business Development
  • Closing Date: 2019-12-12

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NOTE: WFP DOES NOT SOLICIT FOR FEES OR ANY FORM OF PAYMENT FROM JOB APPLICANTS

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

United Nations World Food Programme (WFP) 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. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

Brief description of WFP in Uganda

WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Karamoja with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.

As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.

ARE YOU UP TO THE CHALLENGE?

We are seeking a qualified individual for the position of Business Support Assistant (Administration - Office of the Deputy Country Director), G4 to be based in Kampala.  The selected candidate will be employed on Fixed Term.

ORGANIZATIONAL CONTEXT

This job is based at the Uganda Country Office Head Office in Kampala. The incumbent will perform administrative support functions and report to the Deputy Country Director. At this level, work is carried out under minimal supervision. He/She will be expected to produce organised and accurate work, undertaking specific business support activities. He/She may offer guidance on standard practices to more junior staff in in the office.

JOB PURPOSE

To deliver standard business support processes of WFP operations in Tororo Warehouse.  

KEY ACCOUNTABILITIES (not all-inclusive)

under the direct supervision of the Deputy Country Director, the incumbent will be responsible for day-to-day management of the office of the Deputy Country Director DCD) as well as be the focal point on matters related to Human Resources, Finance and Administration units and will be required to undertake the following:

  1. Coordinate and expedite office wide responses to sensitive telephone and written enquiries on behalf of the DCD;
  2. Maintain the CDC's calendar and schedule appointments and meetings and make tentative appointments on behalf of the DCD on matters to be considered prior to scheduled meetings;
  3. Maintain and update the office's filing and reference syste including confidential files, performance evaluation reports and disciplinary actions;
  4. Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports; draft various standard correspondence and review all outgoing correspondence for composition and stye as well as grammatical accuracy, factual correctness and adequacy of treatment as adheerence to WFP procedures;
  5. Facilitate the flow of documents presented to the DCD for approval including internal memos, external correspondence, travel documents (TAs/TECs), leave request forms among others;
  6. Follow up Note for the Record (NFR)/minutes of DCD's office meetings and ensure the minutes are circulated to relevant staff in the unit;
  7. Review Area Office Monthly Situation Reports for actions to Management and follow up to ensure completion of actions on behalf of the DCD and Management;
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.
     
STANDARD MINIMUM QUALIFICATIONS
  1. A Bachelor's degree in any of the following areas: General Administration, Business Administration, Secretarial Studies, Development Studies, or related areas from a recognised education institution.
  2. At least three (3) years of progressive professional experience in administration, planning, cash management, reconciliation, vendor relations, reporting, Office administration, Front Office Management or related duties obtained from reputable organisations
  3. Proficiency in both written and oral English
  4. Ability to use MS Office Applications

Other requirements:

  1. Knowledge of specialised 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.
  2. Ability to carry out basic data analysis and independently rectify problems requiring attention.
  3. Ability to monitor and record financial transactions.
  4. Good communication skills required to give and receive information and work with a variety of individuals.
  5. Ability to maintain confidentiality
     
DEADLINE FOR APPLICATIONS

12th December 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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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.
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