Business Support Assistant (Programme Unit) at World Food Programme (WFP)

Requisition #: 74105
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 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)
Under the overall supervision of the WFP Head of Office and the supervision of the Head of Area Office, the Business Support Assistant will be responsible for the following duties:

• Gather information with clear direction to support the drafting of documents and preparing reports by other staff;
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients;
• Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources;
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function;
• Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards;
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff;
• Liaise with appropriate section to prepare and follow up on the implementation of the monthly plan of mission for the unit ;
• Perform other duties as required.

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.

Functional Capabilities:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word;
• Knowledge of work routines and methods in order to complete processes under minimal supervision;
• Uses tact and courtesy to give and receive information to a wide range of individuals.

Standard Minimum Qualifications
Education:

• Completion of Secondary School Education. Post secondary school training/qualification in general administration, office management is desired.

Experience:

• Three or more years of experience in general administrative work.

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners.
• Knowledge of standardized 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.

Language:

• Fluency in both oral and written communication in English.