Business Support Assistant /Receptionist G4 at World Food Programme (WFP)

Location: Maiduguri, Borno

Organizational Context

• These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ).
• Job holders may either perform administrative support functions in the front office and report to the Business Support Associate, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate.
• In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, Chief, or the designate.
• At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.

Job Purpose

• To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery. 

Key Accountabilities (not all-inclusive)
Under the direct supervision of the Administrative Officer and the overall supervision of the Head of Admin, the incumbent will perform the following duties:

• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Monitors visitor access and issues passes when required.
• Answers questions about the office and provides callers with address, directions, and other information.
• Maintains safe and clean reception area by complying with procedures, rules, and regulations.
• Prepare MSCR for mission/trips for the Area office and circulation of data to all the staff.
• Perform basic storekeeping duties such as store and release supplies or equipment, compile the records of the supplies, check the supplies from time to time.
• Record the number and the kinds of supplies, disseminate the supply in its designated areas, secure the status of each supply and check possible damages or scratches.
• Maintain the general filing system and file all correspondence.
• Preparation of routine correspondence, faxes, memoranda and reports.
• Manage and maintain records and database, to ensure information is organized and readily available for staff.
• Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
• Contribute to improvement of business procedures and processes, respond to standard queries and provide timely and accurate guidance.
• Request and retire operational cash advances/petty cash for Admin unit in a timely manner.
• Receive in-coming Administrative documents and do market survey when necessary.
• Perform other duties as required by Administrative unit.

4Ps Core Organizational Capacities
Purpose:

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People:

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance:

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership:

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

Standard Minimum Qualifications

• Education: Completion of Secondary School Education.  Post-Secondary School certification or additional training in administrative field is required.
• Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

• 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.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.

Language:

• Fluency in both oral and written communication in English.

Desired Experiences for Entry into the Role

• 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.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.

Terms and Conditions

• Qualified female candidates are encouraged to apply.
• Only shortlisted candidates will be contacted at each stage.
• Only Nigerian nationals and holders of valid residence & work permits are eligible to apply.
• Applications should be submitted in English and online only.