Business Support Assistant, G4 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 Assistant G4 in the WFP Canada Office.  The target start date for this position is on mid-June 2020.

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 Canada office which is located at 340 Albert Avenue, Ottawa, Canada

JOB PURPOSE

This position is located in Ottawa, Canada. 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 Ottawa, also providing support for unofficial French language translation.

KEY RESPONSIBILITIES

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 WFP Canada staff 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 government ministries for required functions such as tax return, e.g. Revenue Canada or Municipality of Ottawa
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 and events.
12. Brief and assist staff on allowances, travel claims and other financial matters, and calculate and process payments due for claims and services.
13. 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.
14. Support and deliver onboarding for new staff/interns joining WFP Canada, to ensure that relevant processes are followed and the conditions of terms of service are explained and understood.
15.  Maintain confidential files of various personnel subject matters including the personnel files for locally recruited staff.
16.  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.
17. Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.
18. Provide advice, support and/or training to staff in the provision of business support services, in order to support their learning in providing business support.
19. Perform any other duties as requested by the supervisor.

STANDARD MINIMUM QUALIFICATIONS & EXPERIENCE

Education:

• Completion of secondary school education.

Experience:

• Four 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 French and English.

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.
• Ability to maintain confidentiality.

Specific experience required for the role:

• Proficiency in the use of Word, Excel and knowledge of SAP.
• Experience in administrative office support
• Some experience in Human Resources activities
• Some experience in procurement activities
• Some experience in Finance and Budget activities

Desirable experience required for the role:

• Working experience with WFP or any other UN organization.
• Experience in budget formulation and management desirable

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. Candian nationals holding a valid passport and/or identity card.
2. Non-Canadian citizens holding a valid Resident Permit to work and live in the country.

DEADLINE FOR APPLICATIONS: 24 April 2020

Ref.: VA 120361