Business Support Assistant(Administration) G4
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.
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.
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.
Knowledge & Skills:
• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.
Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.
General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders may either perform administrative support functions in the front office and report to the Head of Sub Office, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate. In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, Chief, or the designate.
At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.
- Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
- Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff
- Calculate and initiate entitlements for all travel and get approval under the supervision of administration based Cotonou.
- Review travel authorizations and prepare travel documents and requisitions in the relevant information systems under the supervision of administration-based Cotonou.
- Make hotel reservations under the supervision of administration based Cotonou.
- Review travel claims and requests for completeness of supporting documents, accuracy and validity; ensure that entitlements are in conformity with Staff Rules. Evaluate the effect of personal deviations on the cost of the official itinerary and entitlement. Calculate cost differentials brought about by enforced changes in the official itinerary as a result of routing difficulties or other reasons.
- Perform other duties as required
- Responsible for provision of services such as facilities management, and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
- Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
- Support processing and managing routine administrative and financial tasks in administrative area, to contribute to the effective and timely management of resources.
- Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
- Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
- Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
- Take responsibility for data integrity to facilitate availability of accurate information in corporate systems
- 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.
- 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.
- 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.
- 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.
- Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day to day work.
- Has provided ad-hoc guidance to new staff members.
Qualified female candidates are encouraged to apply.
- Only Beninese nationals or holders of valid residence and work permits are eligible to apply for this position
- Only shortlisted candidates will be contacted.
- Selected candidate will be employed on a fixed-term contract with a probationary period of one year. WFP offers an attractive compensation package. For more details please visit International Civil Service Commision website: http://icsc.un.org (link: http://www.un.org/Depts/OHRM/salaries_allowances/salaries/benin.htm).
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.
September 30th 2020
WFP will apply a rigorous and transparent selection process including thorough assessment of technical skills to ensure the best candidates are selected for the job. Please ensure that your application contains accurate and complete information on academic qualifications, employment record and language skills. Only successful candidates will be invited for an interview.