Business Support Assistant - Service Contract (Saint Vincent's and the Grenadines)

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

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

WFP established a Multi-Country Office in Barbados to provide technical assistance and capacity strengthening programming across 22 countries and territories in the English and Dutch-speaking Caribbean. Across the Caribbean, WFP is applying its global expertise to a programme of cross-functional activities designed to improve regional and national preparedness and strengthen systems to deliver rapid and appropriate assistance to people impacted by shocks and disasters. The regional programme of work includes technical assistance on social protection (e.g. data analysis/collection, digitalisation, payments), vulnerability and risk analysis, integrated supply chain management, food security/food systems and disaster risk financing.

The office also responds to emergencies in support of governments and CDEMA as needed, including previous responses in the Bahamas (2019) and Saint Vincent and the Grenadines (2021), which both included cash-based transfer responses.

In Saint Vincent and the Grenadines, WFP has transitioned from supporting emergency relief efforts to La Soufriere volcanic eruption in partnership with the government, to longer-term efforts to strengthen social protection and emergency preparedness systems ahead of shocks.

JOB PURPOSE

To provide efficient administrative support to the operation in Saint Vincent and the Grenadines. 

KEY ACCOUNTABILITIES (not all-inclusive)

1. Organize general office maintenance, repairs and other services (Janitorial, Rentals, Security, equipment, etc.)

2. Generate reports, presentations and consolidate data from various sources to assist in the preparation of regularly scheduled reports and submit reconciled expense reports.

3. Make travel arrangements, such as booking flights, cars, and making hotels reservations when required.

4. Prepare and schedule vehicle movement plan on a weekly basis.

5. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies for the operation.

6. Receive/deliver correspondence or documents for pouch, courier and create registry or tracking.

7. Track and manage vehicle maintenance and update of information in fleet wave system. 

8. Create contracts monitoring database and ensure renewals are processed prior expiry dates.

9. Support Invoice processing and ensure timely payment to suppliers.

10. Perform travel arrangements and manage request from office.

CONTUNIUATION OF KEY ACCOUNTABILITIES (not all-inclusive)

11. Organize protocol procedures for acquisition or renewals of: visa, id cards, driving license, shipments, etc.

12. Coordinate customs clearance and tax exemption processes for: Tools and Equipment, visibility items and manage vehicle registration and update of documents with Transport Authority.

13. Support acquisition process of small items and services through micro purchase orders.  

14. Support Human resources function in country. 

15. Implement filing system and maintain updated records of office documentation.

16. Manage office inventory and support physical count. 

17. Survey market for supplier registration for admin services

18. Cash Management and keep records of cash and petty cash journals including cash receipts from staff: reimbursements, Personal telephone bills, deposit to the bank, Western Union transactions, issuance of manual receipts

19. Other task as required by supervisor or Country Coordinator.

STANDARD MINIMUM QUALIFICATIONS

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: Fluency in both oral and written communication in English. 

DESIRED EXPERIENCES FOR THE ROLE

In possession of a valid driving license for light vehicles in accordance with local laws and experience driving safely and responsibly complying with the applicable driving laws. 

TERMS AND CONDITIONS

Who Can Apply?

• This position is open to nationals of Saint Vincent and the Grenadines. 

Employment Particulars

• Type of position: Short Term, Full Time
• Type of Contact: Service Contract Level 4 (SC 4)
• Duration on Contract: 6 months with the possibility of extension, based on organisational requirements.
• Duty Station: Saint Vincent and the Grenadines (SVG)

DEADLINE FOR APPLICATIONS

Application should be submitted by May 31, 2022, 23:59 Easter Daylight Time. 

Please note that applications received after the deadline will not be considered and only short-listed qualified candidates will receive an acknowledgement.

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

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.