Business Support Assistant (Transport) G4, Damascus

.

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.

DEADLINE FOR APPLICATIONS

All applications should be received no later than Monday 7th December 2020

CONTRACT TYPE & DURATION

This position is open to Syrian or Syrian/Palestinian nationals, or holders of a work permit and residency in Syria.

Contract Type: Fixed Term G4

Duration: 12 months

Duty Station: Damascus

Number of required employees: 1

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.

In Syria, WFP provides food assistance to more than 4.6 million people each month. This includes families who require emergency assistance when affected by conflict and displacement and also those who need help to improve their nutrition and food security. WFP supports children across Syria with healthy meals and snacks at school, mothers with nutritious diets, and families and communities with sustainable livelihood projects.

ORGANIZATIONAL CONTEXT

The Business Support Assistant will work in the Transport Unit within Syria Country Office Logistics Operations team, within Supply Chain.

This position is based in the Country Office and fall under the direct supervision of the Logistics Associate (Transport).

JOB PURPOSE

To support the implementation of well-defined standard logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities.

KEY ACCOUNTABILITIES (not all-inclusive)

1.    Gather information with clear direction to support the drafting of documents and preparing reports by other staff. 
2.    Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients. 
3.    Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources. 
4.    Take responsibility for data integrity to facilitate availability of accurate information in corporate systems. 
5.     Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards. 
6.    Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff. 

7.    Provide support to logistics operations and activities, following standard processes and facilitating, directly or indirectly, the effective delivery of food assistance to beneficiaries.
8.    Process key documentation for execution of logistics transport operations (e.g. Facilitation Letters), take appropriate actions to resolve operational issues escalating various issues to the supervisor.  
     a)  Take responsibility for issuing of Facilitation Letters for Damascus and South Area Office and a on a daily basis according to the monthly distribution plan and their follow-ups for the execution of transport;
     b)  Take responsibility for issuing of Facilitation Letters for all overland transport from Jordan and Lebanon to also ensure information is accurate and their follow-up for the execution of transport;
     c)  Prepare formal letters and getting needed approvals from concerned government authorities (MOLA etc.) and their follow-up for the exec;
     d)  Take responsibility for issuing FLs for SARC and coordinate with their representatives regarding their status and actual dispatch, and update any changes in the procedures;
     e)  Support on the follow-up with the warehouses for the actual dispatches in relation to the authorized FLs.
9.    Support liaison with concerned government authorites in coordination with programme colleagues through maintaining good relationship between WFP and the relevant representatives.

10.    Assist in monitoring inventory management processes to track trends and account for the inventory status from source to beneficiary, and participate in the physical inventory process at the warehouses.
11.    Track all submitted FLs countrywide through the Facilitation Letters and maintain the  database.
12.    Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function. 
13.    Participate in the humanitarian convoys, representing the logistics unit to facilitate with the truck transportation.  
14.    Monitor and coordinate transport with the transporters and warehouse to Qamishli, prepare Qamishli land dispatches report and Coordinating regularly. 
15.    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. 
16.    Respond to a variety of technical queries/requests for support in relation to the issuance and tracking of the facilitation letters, following standard processes, and obtaining guidance as required, to ensure timely and accurate resolution of all enquiries with a high standard of client service mind-set.
17.    Any other duties as required by the supervisor
 

STANDARD MINIMUM QUALIFICATIONS

Education:   Completion of secondary school education

Experience: 3 years’ experience in the field of finance, procurement, logistics, supply chain, transport, operations, business administration, project management, engineering or other related field.

Language:    Fluency in both oral and written communication in Arabic and English. 

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Experience using corporate systems to monitor ongoing shipments, pipeline information, insurance claims, and food stock.
• Experience analysing data (on commodities, etc.) and drafting reports.
• Experience in assisting the preparation of government facilitation letters or documents
• Experience in providing technical business support in corporate systems

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.

TERMS AND CONDITIONS

Please upload your professional CV in English in PDF format making sure to include the following in terms of “Experience”:

• Company/Organization name and scope of work of the organization
• Exact Position Title
• Contract type: part-time, full-time, volunteer, consultant, or freelancer
• Start and End date of Employment for each position: From (dd/mm/yyyy) to (dd/mm/yyyy)
• Responsibilities: To mention the main responsibilities that highlight your gained skills and experience
• A proof of your experience will be required in the final stage of recruitment. 

Only shortlisted candidates will be invited to the next stage of the selection process.

Candidates must get an auto confirmation email once application is submitted.

HOW TO APPLY

If any of te below links do not work by clicking on it, please copy and paste it in the browser address bar:

Internal Candidates: https://performancemanager5.successfactors.eu/sf/jobreq?jobId=130203&company=C0000168410P

External Candidates: https://job-listing.wfp.org/sfcareer/jobreqcareer?jobId=130203&company=C0000168410P

HOW TO APPLY

Qualified female applicants 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.