Business Support Assistant (Security) - G3 at World Food Programme (WFP)

Requisition: 107595
Location: Maiduguri, Borno

Organizational Context

• These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders typically provide administrative support to team(s) and/or support a specific business stream, and report to the relevant Head of Unit. Job holders are expected to produce organised and accurate work.

Job Purpose

• To deliver a range of routine business support tasks, to ensure that Security Unit staff are effectively supported.

Key Accountabilities (not all-inclusive, nor exhaustive)

• Collect, sort and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.
• Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients.
• Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff.
• Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.
• Make travel arrangements and support events, etc., to support staff to work effectively.
• 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.
• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team.

Other Responsibilities:

• Process security unit staff’s travel documents
• Support in submitting Maintaining list of Security Equipment
• Admin support (payment, contract, etc.) for Police, Kings Guards and other contracted entities providing security services to WFP
• Tracking and maintaining up to date training staff list and coordinate with DSS or other external or internal departments security training
• Follow up with relevant Units the process of Security Unit Staff Monthly Attendance sheets.

4Ps Core Organisational Capabilities
Purpose:

• Understand and communicate the Strategic Objectives: Builds an understanding of WFP’s Strategic Objectives.
• Be a force for positive change: Approaches individual tasks and responsibilities with a positive attitude and demeanor.
• Make the mission inspiring to our team: Understands the impact of WFP activities in beneficiary communities.
• Make our mission visible in everyday actions: Connects individual tasks and responsibilities to unit’s goals and mission.

People:

• Look for ways to strengthen people's skills: Seeks opportunities to build and enhance individual skills.
• Create an inclusive culture: Demonstrates respect and understanding for diversity and cultural differences.
• Be a coach & provide constructive feedback: Identifies and approaches colleagues or supervisors to serve as coaches.
• Create an “I will”/”We will” spirit: Sets clear goals and measurable targets for own tasks and responsibilities.

Performance:

• Encourage innovation & creative solutions: Assesses own tasks and responsibilities to find ways to be more efficient.
• Focus on getting results: Maintains accurate records of completion times and tasks in own areas of responsibility.
• Make commitments and make good on commitments: Understands responsibilities and the metrics associated with own tasks.
• Be Decisive: Notifies supervisors of dangerous situations or potential issues that may arise while in the field or office.

Partnership:

• Connect and share across WFP units: Understands WFP’s organizational structure, including the purpose and mission of each unit.
• Build strong external partnerships: Supports team in working with colleagues and WFP’s partners in the field toward common goals.
• Be politically agile & adaptable: Maintains a professional and courteous relationship with other WFP employees and partners in the field.
• Be clear about the value WFP brings to partnerships: Understands own team’s contributions in its partnerships with internal and external stakeholders.

Standard Minimum Qualifications

• Education: Completion of at least secondary school education.
• Experience: Desirable, Three or more years of experience in general administrative work, data entry and, experience in field activities. UN experience is desirable.

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners.
• Knowledge of standardised 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 to identify data discrepancies.
• Ability to work to deadlines and follow clear instructions.
• Availability to work after hours and during weekend if necessary.

Language:

• Fluency in both oral and written communication in English and at least two of the languages spoken in Borno State e.g. Hausa, Kanuri and Shua.

Terms and Conditions

• Only Nigerian nationals or holders of valid residence and work permits are eligible to apply for this position
• Selected candidate will be employed on a short-term contract duration of 9 months.