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Business Support & Information Sharing Assistant

Dakar (Senegal)

  • Organization: UN WFP - World Food Programme
  • Location: Dakar (Senegal)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Sustainable trade and development
    • Sustainable Business Development
  • Closing Date: 2020-10-20

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Business support and Information Sharing Assistant – (SS5 )

Units: RBD – RB BPU & Nutrition Unit
Period: 5 months (starting October 2020)

Publication end Date: 19.10.2020


Background:
The Budget & Programming and Nutrition Units at RB level has been undergoing major restructuring efforts since
the beginning of 2020 to enhance better efficiency and effectiveness of the BPU and Nutrition advisory functions
in the support provided to Country Offices through a more integrated, portfolio-based approach, relying also on
stronger and more systematic cross functional collaboration and information sharing.
The changes introduced have shown the need to strengthen, adjust, re-organize and streamline major work
processes pertaining to data collection, information sharing, overall data collection, presentation and reporting in
collaboration with other key units in RBD as well as in the support to Country Office in alignment with overall
corporate planning processes.
With regards to BPU: With the ongoing COVID-19 related corporate emergency, the need to further strengthen
internal work planning and organization for effective data compilation, information sharing and
performance measurement has become evident; in addition, the development of standard templates, well
documented and recorded recommendations and recording of best practices has also become critical. With the
increased workload caused by the corporate COVID 19 emergency, coinciding with fragile staffing capacity
resulting from repeated staff absences/dropouts, the staffing of the unit to support the review and assessment of
the adjustments introduced and further support needs to CO ahead needs to be boosted over the coming months.
The support needed doesn’t require a full-time assistant.
With regards to the Nutrition Unit: With the possible contribution from DEVCO to ‘nutrition’ in the region, multiple
documents (SOP’s to CO’s) need to be prepared and meetings held (between RBD technical units involved, with
CO’s,..) in order to put an efficient coordination mechanism in place in RBD but also at CO-level. In
addition, this preparatory phase will also include recruitments of consultants. This comes with a series of
administrative steps (issuing, VA’s, following up on recruitment, ensuring tickets, hotels, etc. are booked,
consultants receive IT-material, onboarding, etc.). The support needed is currently not available to the nutrition
unit and doesn’t require a full-time assistant.
Therefore, the BP and Nutrition units are seeking to jointly recruit a Business support and Planning assistant for
an initial period of 5 months. The work in support of the 2 units will be organized jointly between the 2 heads of
unit and assistant on a weekly basis.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
1. Support administrative and cross functional processes for the BPU and Nutrition units for timely execution of
deadlines and production of final documents and notes including record keeping such as NFR of meetings and
administrative support to staff (and consultants.)
2. Support both units’ workplan monitoring and reviews including the drafting of minutes/action points and the
monitoring of KPIs (performance management).
3. Provide support for overall units’ performance measurement efforts to assess needs and inform process
enhancements/improvements and lessons learnt dissemination in support to better CO support and cross
functional collaboration through client/stakeholder satisfaction surveys
4. Support the work planning requirements and efforts of the units through a review, re-organization & streamlining
of the data repositories for efficient information sharing
5. Support the preparation of periodic / ad hoc plans, reports and presentations for further reviews, to ensure the
provision of accurate and user/reader-friendly information to internal and external stakeholders and facilitate
information sharing, consultations, decision making and advice
6. Maintain communication with key unit stakeholders (COs and RB colleagues) for data consolidation and cross
functional efforts, especially around the COVID 19 emergency and DEVCO, to ensure accuracy, consistency and
record keeping and of data collected/prepared
7. Extract, compile and format data from the corporate systems and formats within the established deadlines, to
enable easy access to information and support analysis.


OTHER POST REQUIREMENTS (details to be determined by Post Managers):
 Prepare and coordinate a quality assurance and client satisfaction survey for the BPU unit before end 2020.


SKILLS AND COMPETENCIES:
 Client orientation
 Basic analytical skills coupled with knowledge of tabulation and presentation tools (EXCEL, POWERPOINT,
WORD) and surveys
 Fast learning and assimilation of new systems and tools
 Teamwork
 Organization and Planning
 Consolidation and Presentation skills
 Reading and writing skills in English and French essential to ensure effective support to performance review
initiatives
 Experience in overall Organization/Monitoring of tasks and Budget planning will be considered a PLUS
 Previous in-house experience including the utilization of corporate systems and processes will be an advantage
to expedite the onboarding process and render the staff fully operational within a short learning period.


STANDARD MINIMUM ACADEMIC QUALIFICATIONS
 Completion of secondary school education.
 A post-secondary certificate in the related functional area is highly desirable (e.g. Business Administration, Project
management, Finance & Accounting).

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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