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

Requisition ID: 58703
Location: Maiduguri

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 Associate.
• At this level, work is carried out under close supervision or immediately available assistance. Job holders are expected to produce organised and accurate work.

Job Purpose

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

Key Accountabilities (not all-inclusive)

• Receive, collect, sort and disseminate correspondence, reports, invoices and other material to meet the required demands of the office, staff and vendors in a timely manner.
• Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients.
• Proof-read written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by the unit.
• Provide a set of standard business support activities, where required, to contribute to the effective functioning of office/unit.
• 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 unit.
• Notify staff or requesting units/vendors of completed payments and obtain confirmation of receipt of payment.
• Prepare documents, memos, invoices, etc., as may be required for signature and follow up as appropriate.

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 Qualifications

• Education: Completion of Secondary School Education.  Post secondary school training in related field is desirable.
• Experience: Three or more years of experience in general administrative work.
• Language: Fluency in both oral and written communication in English.

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 in order to identify data discrepancies.
• Ability to work to deadlines and follow clear instructions.

Terms and Conditions

• Qualified female candidates are encouraged to apply.
• Only Nigerian national (or residents with valid residence &work permits) are eligible to apply for this VA
• Applications must be submitted online and in English langauge only.