Business Support Assistant (UNHAS), G5 at World Food Programme (WFP)

THE ROLE

The job holder will be required to deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):

• Collate information for inclusion in reports, documents, and correspondence, to support the effective work of other staff.
• Respond to standard queries and provide timely and accurate guidance.
• Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources
• Manage and maintain records and databases, 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.
• Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
• Contribute to improvement of business procedures and processes.
• Collect and perform basic analysis of data to contribute to quality business information management.
• Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
• Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
• Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
• Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.

QUALIFICATIONS AND EXPERIENCE:

• Education: Completion of a Diploma in the related functional area. A bachelor's degree is desirable.
• Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge and Skills:

• Knowledge of specialized common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Ability to monitor and record financial transactions.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality
• Language: Fluency in both oral and written communication in the UN language in use at the duty station (English) and in the duty station’s language, if different.

MORE ABOUT YOU:

• Information Management Skills: Competency in managing, maintaining, and updating information systems, especially knowledge of passenger and cargo booking systems like Takeflite, is crucial for efficient day-to-day operations.
• Customer Service and Coordination: Strong skills in managing customer relationships and coordinating with various stakeholders, including country and area offices and partner organizations, are essential. This includes handling queries and maintaining regular contact to meet UNHAS needs effectively.
• Documentation and Reporting Expertise: The ability to prepare detailed reports, manage data effectively, and document processes accurately is important. This includes generating regular reports and requests such as PO, PR, NFRs, etc.
• Communication Proficiency: Excellent written and verbal communication skills are necessary for briefing sessions, meetings, and preparing circulars and updates that comply with WFP/UNHAS standards.
• Technical and Operational Knowledge: Familiarity with specific operational protocols and procedures used within UNHAS, such as admin and finance protocols and processes, would be beneficial.

ADDITIONAL / NICE TO HAVE:

• Proficiency in United Nations and WFP Administrative and Financial Software:
• Experience with current UN and WFP administrative and financial software, such as the WINGS and EFMS systems, is highly advantageous. This will allow the assistant to seamlessly integrate into the operational workflow.