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Business Support Assistant- Admin SC4 Gulu CDP

Uganda (Uganda)

  • Organization: WFP - World Food Programme
  • Location: Uganda (Uganda)
  • 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: 2021-10-23

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NOTE: WFP DOES NOT SOLICIT FOR FEES OR ANY FORM OF PAYMENT FROM JOB APPLICANTS

WFP is looking for talented people who are committed to joining our efforts to eradicate hunger. It offers unlimited opportunities to grow your professionalism,  talent and expertise. Start your journey to be a member of the world-wide effort to eradicate hunger. WFP has a policy of affirmative action for women.

United Nations World Food Programme (WFP) 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 emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

Brief description of WFP in Uganda

WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Uganda with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.

As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.

ARE YOU UP TO THE CHALLENGE?

We are seeking a qualified individual for the position of  Business Support Assisnat- Admin to be based in  Gulu. Selected candidates will be employed on a Service Contract 4.

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.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.

At this level job holders are expected to take responsibility for completion of a range of processes and 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 other support staff.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices. 

KEY ACCOUNTABILITIES (not all-inclusive)

1. Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.

2. Initiate and follow up on procurement of required office supplies, stationery and assets and update inventory accordingly.

3. Respond to standard queries and provide timely and accurate guidance.

4. Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.

5. Collect and perform basic analysis of data to contribute to quality business information management

6. Manage and maintain records and databases, to ensure information is organised and readily available for staff, specifically compile, update and submit (as per stipulated timeframe) attendance reports, leave plans, overtime claims and maintain an up-to-date CDP staff list and dependents.

7. Take meeting minutes, proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.

8. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.

9. Directly supervise administrative staff including drivers, the cleaning service providers and security guards: specifically ensure that they perform to the expectations of WFP as per vehicle maintenance policies and administrative guidelines.

10. Monitor fuel consumption by WFP vehicles and generators; directly compile fuel consumption reports and supporting documents.

11. Contribute to improvement of business procedures and processes.

12. Perform other related duties as per management requests

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of University degree in Business Administration, finacial and admin management

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.

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.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level
Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights.
Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.
Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

 

OTHER SPECIFIC JOB REQUIREMENTS

This section is optional to describe additional responsibilities & knowledge required for the specific job

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
  • Has supported in providing ad-hoc guidance to new staff members

TERMS AND CONDITIONS

DEADLINE FOR APPLICATIONS

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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.

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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