Business Support Assistant (Procurement) SSA 2 at World Food Programme (WFP)

Requisition # 55161
Location: Maiduguri, Borno

Organizational 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 Accountabilities (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 to be determined by post managers.

Other Specific Job Requirements:

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

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.

Ethics and Compliance:

• Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

Standard Minimum Qualifications

• Education: Completion of secondary school education.
• 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 the English language.

Desired Experience for Entry into the Role:

• 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.

Terms and Conditions:

• Qualified female candidates are encouraged to apply.
• Only shortlisted applicants will be contacted.

Deadline
11th June, 2017.