Business Support Assistant (Transport & Convoys) SSA 2 at World Food Programme (WFP)

Requisition #55162
Location: Maiduguri

Oganizational Context

• This job is 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 Associate. At this level, work is carried out under close supervision and job holders are expected to produce organised and accurate work.

Job Purpose
To deliver a limited number of routine business support tasks, to ensure that staff are effectively supported.

Key Accountablities (not all-inclusive)

• Collect, sort and disseminate correspondence, reports and other materials, to meet the required demands of staff to time standards.
• Respond to simple routine queries with readily available support by senior staff, and escalate where appropriate, in order to provide a timely and accurate response to enquiries.
• 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.
• Assist in creating simple images or information using standardised templates, such as graphs or tables to support the drafting of reports for staff.

Other Post Requirements (details to be determined by Post Managers)

• Perform standardised processes and activities in order to support effective, efficient transport and convoys planning and execution.
• Monitor transport and convoys within a geographical area at load and discharge points, and regularly update corporate systems, in order to record shipment progress, and identify and escalate any issues.
• Raise Purchase Orders and/or verify invoices, following WFP financial processes and procedures, and updating and/or ensuring the corporate systems are updated at all stages, in order to support the planning and settlement of transport.
• Research, collate and present information in standard formats, (e.g. corporate reports, internal performance reviews, supplier reviews), to enable informed decision-making by Logistics Officers, and consistency of information presented to stakeholders.
• Update and maintain relevant databases and records, ensuring that relevant information (regarding contracts, truck movements, payments, pipeline, etc.) is accurate, organised, available for others to access, and supports reporting requirements.
• Support risk mitigation activities by checking and verifying shipment data and/or documents, identifying and highlighting any issues to a Logistics Officer.
• Respond to a variety of queries and requests for support, following standard processes, and obtaining guidance as required, to ensure timely and accurate resolution of all enquiries.
• Work with internal counterparts to support the alignment of transport activities with wider programmes and effective and coherent Supply Chain arrangements.
• Provide technical inputs to process reviews and improvements in methods and practices used within transport, in order to maximise the efficiency and effectiveness of the service.
• Provide support and/or guidance to other staff, in order to assist them in completing standard tasks to agreed standards and deadlines.

4ps Core Organizational 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 Qualification

• Education: Completion of secondary school education. Post secondary school training / certification in administrative or related functions is required.
• Experience: Two or more years of experience in general administrative work.

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners.
• Ability to follow standard business support processes and procedures.
• Knowledge of standard office software packages, e.g. Microsoft word.
• Ability to provide information using courtesy and tact.
• Good attention to details.
• Language: Fluency in both oral and written communication in English.

Other Specific Job Requirement

• This section is optional to describe additional responsibilities & knowledge required for the specific job.

Terms and Condition

• Qualified female candidates are encouraged to apply.

Deadline
11th June, 2017.