Business Support Assistant, G5 - (Prog Unit) at World Food Programme (WFP)

Requisition #: 86986
Location: Abuja

Job Purpose

• Perform a variety of administrative and technical support under the Head of Programme (first level).

Key Accountabilities (not all-inclusive)
Within delegated authority, the Business Support Assistant (Programme) will be responsible for the following key Tasks and Responsibilities:

• Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
• Respond to standard queries and provide timely and accurate guidance.
• Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources
• Manage and maintain records and databases, to ensure information is organised and readily available for staff.
• Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
• Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
• Contribute to improvement of business procedures and processes.
• Collect and perform basic analysis of data to contribute to quality business information management.
• Provide guidance to junior colleagues in performing their duties.

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.

Standard Minimum Qualifications
Education:

• Secondary school education suplemented by diploma and /or certificate in Business Administration, Secretarial studies.

Experience:

• Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
• A minimum of at least 3 years relevant experience is required in the following:
  • Has supported Administrative and operational activities that feed into overall strategic aims.
  • Has collated data, assisted in organizing Trainings, Conferences, workshops and drafting reports that inform security Administrative and operations activities. Must be computer literate.
  • Experience in both development and humanitarian contexts is an added advantage.

Language:

• Fluency (level C) in English language with excellent writings skill.

Skills:

• Excellent Knowledge and ability to use computer packages (Word, Excel) is a must.

Desired Experiences for Entry into the Role
A minimum of 5 years relevant experience is required in the following:

• Has supported Administrative and operational activities that feed into overall strategic aims.
• Has collated data, assisted in organizing Trainings, Conferences, workshops and drafting reports that inform security Administrative and operations activities.
• Must be computer literate.
• Experience in both development and humanitarian contexts is an added advantage.

Other Specific Job Requirements

• Punctual, proactive, motivated and detail-oriented
• Good Planning skills
• Good numerical skills
• Able to operate effectively and efficiently in a high-pressure and fast-paced department in which often involves rapid change.
• Strong communication skills and willingness to follow-up with individuals and departments in order to achieve goals.

Terms and Conditions

• Qualified female candidates are encouraged to apply.
• Applications are to be submitted online and in English only.
• Only Nigerian national or residents with valid permits are eligible to apply for this position.
• Only shortlisted candidates will be contacted.