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

Requisition #: 88450
Location: Maiduguri, Borno

Organizational Context

• This position is based in Maiduguri but travels to the humanitarian hubs locations (Gwoza, Ngala, Dikwa, Monguno, Bama, Banki, Damasak, Rann and other locations) will be required.

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 supervision of the ETS Coordinator or the designate:

• 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.
• Assist managing all ETS related Administration, Travel, Logistics issues in the operation;
• Liaise and coordinate with any relevant partners e.g. WFP Administration, Travel and Supply Chain focal points;
• Liaise with the Security Unit to ensure the necessary paperwork for the deployment of ETS personnel is correctly submitted and all the permissions (including security) are granted.
• Assist supporting receipt/dispatch equipment against official approved documentation (e.g. waybills and/or delivery notes) ensuring accuracy in physical counting of equipment including the quality in compliance with the established standards;
• Assist maintaining and sharing a tracking sheet for all our orders/shipments/deliveries;
• Assess the availability of space and assist preparing stacking/storage plans prior ETS shipments arrival;
• Ensure incoming / outgoing ICT equipment is fully and properly accounted for and that internal control systems are adequate and functioning;
• Assist maintaining inventory of equipment, including updating the WFP Global Equipment Management System;
• Carry out periodic cycle counts to ensure information in the control systems reflects the physical stock of ETS equipment.
• Assist coordinating the shipping of equipment to/from the warehouse to the locations where items will be deployed.
• Receive and inspect all incoming assets and report discrepancies in IT materials inventory to senior colleagues to ensure materials are effectively tracked;
• Perform other related duties as assigned.

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

• Completion of secondary school education. A post-secondary certificate in the related functional area is a requirement.
• Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

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.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Ability to monitor and record financial transactions.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality.

Language:

• Fluency in both oral and written communication in English language, knowledge of local language of the area a plus.

Terms and Conditions

• Qualified female candidates are encouraged to apply.
• Only Nigerian nationals are eligible to apply for this position
• Applications must be submitted online and in English only.
• Only shortlisted candidates will be contacted.
• Canvassing is strictly prohibited. Canvassing of any sort will lead to automatic disqualification of the concerned applicant.
• Selected candidate will be employed on a fixed-term contract with a probationary period of one year. WFP offers an attractive compensation package.