Business Support Assistant (Management Office) G5

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Vacancy Announcement

WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

CONDITION OF EMPLOYMENT

Job Title: Business Support Assistant (Management Office)

Grade : General Service Level 5

Type of contract: Fixed Term 

Number of Post : One                     

Duration: 12 months (extendable)

Report to : Deputy Country Director (Operations)

Duty Station: Yangon

Date of Publication: 8 August 2022

Deadline of Application: 22 August 2022

TERMS AND CONDITIONS

This post is opened for Myanmar Nationals Only.

Applications received after the closing date will not be considered. Only short-listed candidates will be notified.

Female applicants and qualified applicants are especially encouraged to apply

JOB PURPOSE

To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery. 

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of Deputy Country Director (Operations) in Yangon Office, the incumbent will perform the following duties:

• Receive, screen and log correspondence, reports, etc. from line ministry and or other actors  ; maintain a log in system and follow up to ensure that replies are timely or that action is taken within the established deadline;
• Receive, screen and log correspondence, reports, etc. from CO senior management and RBB, and forward to the appropriate Officer; maintain a log in system and follow up to ensure that replies are timely or that action is taken within the established deadline;
• Screen, assess and refer telephone calls and enquires to appropriate staff; provide information on a variety of questions such as the division’s programme and activities as well as sensitive information;
• Coordinate and expedite office wide responses to sensitive telephone and written enquires on behalf of the manager;
• Maintain the manager’s calendar and schedule appointments and meetings and make tentative appointments on his/her behalf; brief the manager on matters to be considered prior to scheduled meetings;
• Maintain and update the office’s filing and reference system including confidential files, performance evaluation reports, and disciplinary actions;
• Coordinate with relevant units and/or collect and perform basic analysis of data to contribute to quality business operations management;
• Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports; draft various standard correspondence and review all outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to WFP procedures;
• Provide daily updates on security (coordinate with security officers) and other local news.
• Good knowledge of English and Myanmar language to be able to translate documents from Myanmar language to English and vice-versae for immediate consumption of the news, while official translation is in process;
• In coordination with CD office coordinate CD and DCD-Programme schedule when on visits to Yangon;
• Perform other related duties as required;

STANDARD MINIMUM QUALIFICATIONS

Education:

Completion of secondary school education with a University Degree in business management, business administration and/ or other relevant trainings/ courses.

Experience:

Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work, or administrative support to a high-level officials within an organization.

Knowledge & Skills:

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.
• Excellent time management and organization skills, especially the ability to prioritize and multitask
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Professional writing capabilities, including emails, memos, letters and other documents and correspondence
• Good computer skills
• Ability to maintain confidentiality.

Language:

Fluency both written and spoken in English and Myanmar.

ABOUT WFP

The United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change.

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. At WFP, we are driven and defined by our mission to fight world hunger, save lives, feed people’s dreams of a brighter future, reduce risk and help enable people, communities and countries meet their own food and nutrition needs. WFP goes anywhere it’s needed and does what it takes to get the job done. You will find our people at the heart of every major humanitarian intervention around the world, providing the essential life-saving foundation required for those furthest behind. Each year, we reach an average of 80 million people with food assistance in around 80 countries. Delivering our mission requires deep respect for personal and cultural differences and close collaboration between every member of our global team. While the 16,000-people working for WFP reflect the rich diversity of the world in which we work, the vital importance of our shared mission underpins a remarkably close community of purpose.

The World Food Programme (WFP) is offering life-changing job opportunities you are unlikely to find in other organizations. Working at WFP will give you the opportunity to work beyond your expectations, to be enriched by truly meaningful work and deepen your professional expertise.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Deputy Directors or Head of Offices. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit, Chief, or the designate.
At this level job holders are expected to take responsibility for completion of a range of business support 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 more junior colleagues.

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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.