WFP/UNHRD Brindisi - Business Support Assistant G3 (Customer Service)

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, physical or mental disability.

  We are seeking to fill a Fixed Term local position of Business Support Assistant (Customer Service) G3 based in UNHRD Base in Brindisi, Italy.

Applicants must reside within commuting distance* to the office location in the duty station (WFP-UNHRD SP 96 (exSS 16); Km 906.8 (ex-USAF AB San Vito dei Normanni) 72100 Brindisi BR Italy) and must be residents of Italy and have legal papers to work and live in the country. 

This vacancy announcement is being issued internally and externally.

ORGANIZATIONAL CONTEXT

UNHRD is a network of depots located in Ghana, Italy, UAE, Malaysia, Spain and Panama that procures, manages and transports emergency supplies for the humanitarian community. It is a one-stop shop for partners, offering free storage, procurement, transport, handling, and technical field expertise. This position will be based in Brindisi, Italy, and will report to the UNHRD Brindisi Logistics Officer.

JOB PURPOSE

Under the direct supervision and guidance of the Logistics Officer, the Business Support Assistant (Customer Service) will deliver a range of proactive and service-oriented routine business support tasks in line with UNHRD core activities to effectively support the team. The selected incumbent will primarily act as the entry/exit point mainly for UNHRD partners to contribute to the timely, effective, and efficient planning, contracting, and execution of procurement, logistics and shipping activities and services. The duties include but not limited to: timely and accurate update of tracking sheets/databases, proper filing of documents and records (electronic and paper), liaising with internal and external parties to gather and share information and escalate when required, review documentation and basic calculations, proofreading/formatting and preparation of documents/correspondence using standard templates, liaising with internal and external parties, supporting procurement activities.  

The Business Support Assistant will be expected to interact professionally with a range of internal and external interlocutors, to produce accurate and organized work under close supervision, and to demonstrate good attention to detail, proactivity, and customer service skills.   

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)

1. Collect, sort and disseminate correspondence, reports and other material to meet the required demands of staff to time standards
2. Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients
3. Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff
4. Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations
5. Make travel arrangements and support events, etc., to support staff to work effectively
6. Support the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff
7. Undertake standard data entry tasks in accordance with defined systems, to ensure information is organized and readily available for the business team

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential:

• Some experience liaising with internal and external parties for follow up and information gathering/sharing. 
• Some experience extracting data/information from different sources, and updating tracking sheets/databases to respond to queries and support the preparation of reports.
• Some experience using internal systems, and/or Excel for data handling to support the analysis and reporting of data/statistics.
• Good communication, customer service and attention to details skills.

Desirable:

• Some experience in the humanitarian response and/or customer services
• Some knowledge of ERP systems and specifically SAP software
• Some Knowledge of the logistics and shipping services and/or operations.

 STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education.

Language: Fluency (Level C) in English. Intermediate knowledge of a second UN language (Arabic, French, or Spanish) and/or Fluency in Italian highly desirable.

Experience: Three or more years of experience in general administrative work. 

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners
• Knowledge of standardized business support work routines and methods
• Knowledge of standard office software packages, e.g. Microsoft word
• Uses tact and courtesy to give and receive information with a variety of individuals
• Good attention to detail in order to identify data discrepancies
• Ability to work to deadlines and follow clear instructions

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR

Leads by Example with Integrity:

• Upholds WFP values, principles, and standards: Demonstrates the WFP values, principles and standards
• Respects others and values diversity: Values diversity using respectful and inclusive language
• Stays focused and calm under pressure: Stays focused and calm when under pressure
• Demonstrates humility and a willingness to learn: Shows humility and a willingness to learn and share knowledge, seeking and acting on feedback, and taking up opportunities to develop

Drives Results and Delivers on Commitments:

• Delivers results for maximum impact: Is accountable for the delivery of results
• Delegates appropriately: Seeks guidance and support where needed
• Adapts readily to change: Adapts readily to change adjusting work as needed

Fosters Inclusive and Collaborative:

• Is inclusive and collaborative: Promotes teamwork by sharing ideas and openly raising issues
• Gives timely and constructive feedback: Gives timely and constructive feedback to others
• Builds and shares new perspectives: Listens attentively to others and shares views

Applies Strategic Thinking:

• Communicates and fulfils WFP’s vision: Embraces WFP’s vision and how it impacts their role
• Embraces curiosity and new ways of doing things: Shows curiosity and implements new ways of doing things when relevant
• Analyses and evaluates data: Gathers data and shares knowledge to inform team activities
• Considers the impact of decisions: Asks questions to understand the impact of decisions for their objectives

Builds and Maintains Sustainable Partnerships:

• Builds partnerships: Acts professionally with external partners
• Collaborates to deliver common objectives: Works together with partners to deliver common goals

TERMS AND CONDITIONS 

WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience.

Please visit http://www.wfp.org and click on: ‘Our work’ and ‘Countries’ to learn more about WFP’s operations.

Applicants must be:

1. Italian nationals holding a valid passport and/or identity card.
2. EU citizens holding a valid passport and/or identity card; AND with confirmed registration from the Italian police authorities or Registrar’s Office (Anagrafe).
3. Non-EU citizens holding a valid Italian Resident Permit ie. Permesso di Soggiorno. 
4. Applicants must reside within commuting distance to the office location in the duty station (WFP-UNHRD SP 96 (exSS 16); Km 906.8 (ex-USAF AB San Vito dei Normanni) 72100 Brindisi BR Italy) and must be residents of Italy and have legal papers to work and live in the country.

For more information on Italian protocol requirements, please refer to: http://www.poliziadistato.it/articolo/10930/

Deadline for applications:  11 December 2022  

Ref. VA: 178524