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Business Support Assistant SC-5

Nairobi

  • Organization: WFP - World Food Programme
  • Location: Nairobi
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Sustainable trade and development
    • Sustainable Business Development
  • Closing Date: Closed

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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: A post-secondary certificate in Administration, Business Administration, Administrative Support, Office Administration, Office Management or any related functional area is desirable. A University Degree would be an added advantage. 
Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.


Knowledge & Skills:

  • Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software
  • 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.
  • 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.
  • Language: Fluency (level C) in English
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 Deputy Directors or Head of Offices. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit, Chief, or the designate.
At this level job holders are expected to take responsibility for completion of a range of business support activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues.

JOB PURPOSE
  • The purpose of this role is to provide a consistently high standard of professional support to the Office and Representatives of the Country Director in order to ensure that the office is able to operate in an efficient manner and maximise the use of time.
  • With delegated authority, he Business Support Assistant (Front Office) will Act as a representative of the office of the Country Director and will use excellent communication skills, a solid understanding of her needs and preferences and a sound sense of judgement to portray a positive first impression to visitors, filter communications and deal with all enquiries in an appropriate manner.
KEY ACCOUNTABILITIES (not all-inclusive)
  1. To be the first point of contact for all communication to the Country Director's office - develop a solid understanding of the needs and preferences of the office and wider organization. 
  2. Manage the diary of the Country Director and the Representatives of the Country Director's office including organization of meeting venues, facilitating travel, and liasising with intenernal and external parties and partners. 
  3. Provide dedicated executive assistant support to the Country Director, Senior Deputy Country Director (Support Services) and Deputy Country Director (Programmes). This includes: to coordinate and provide the full range of support services such as follow-up actions, resolution of issues and unforeseen situations, for the effective functioning of business operations
  4. Respond to complex business support queries, including email/walk in/telephone requests appropriately in order to provide timely and accurate resolution of enquiries for clients within the shortest timeframe.
  5. Oversee the maintenance of records and databases to ensure information is organized and readily available.
  6. Manage and monitor a variety of complex correspondence and documentation to ensure appropriate prioritisation, routing, and that established deadlines are met; review documents and materials prepared by other staff for quality assurance and meeting established deadlines.
  7. Regularly monitor and adapt to existing/new procedures. Where necessary recommend improvements to procedures and practices to contribute to the effective delivery of business support services.
  8. Process and manage routine administrative and financial tasks to contribute to the effective and timely management of resources e.g. Travel related documents, Petty cash requests/ approvals.
  9. Undertake various courses to ensure up-to-date knowledge of systems and procedures required to perform necessary duties – utilize WFP E-learning courses or other external courses.
  10. To compile information from other team members and draft high quality communications aligned with the vision and style of the Country Director and the wider organisation.
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.
     
OTHER SPECIFIC JOB REQUIREMENTS
  • Superior oral and written communication skills
  • Time management & Prioritization
  • Confidentiality
  • Strategic Multitasking
  • Innovation & Resourcefulness
  • Ability to work and deliver under pressure 
  • Impeccable organization skills
  • Speed & Decisiveness 
  • Report Writing 
  • Analytical Skills 
  • Proficiency in collaboration and delegation of duties
  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
  • Exceptional interpersonal skills
  • Friendly and professional demeanor
TERMS AND CONDITIONS
  • Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
  • The World Food Programme DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
  • WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways. All employment is decided on the basis of qualifications and merit.
DEADLINE FOR APPLICATIONS
  • Applications for this position will close at 11:59 p.m. (East African Time) on the deadline date.
  • The deadline for recieving applications for this position is 22nd 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.

This vacancy is now closed.
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