World Food Programme (WFP)

Business Support Assistant

World Food Programme (WFP)

Job Description

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance. ABOUT WFP The united nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. ORGANIZATIONAL CONTEXT These jobs are found in Country Offices (COs), Dhaka, Bangladesh. Job holders performing front Office Management functions typically report to the Deputy Country Directors (DCD) - Operations & Support Services. At this level job holders are expected to take responsibility for completion of a range of Business Support activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues. JOB PURPOSE 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) Under the supervision of the DCD (Operations & Support Services), the incumbent, as part of the Business Engagement Strategic Support Team (BEST), will perform the following duties:
  • Provide administrative support for the smooth functioning of the office of the DCD.

  • Plan and coordinate meetings, plan agenda with relevant colleagues, arrange appropriate teleconference links, and coordinate the production and distribution of minutes.

  • Collate and process information including dissemination to support the production of standard documents and reports, to enable decision-making and the effective management of resources.

  • Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients.

  • Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff.

  • Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.

  • 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.

  • Provide guidance on routine business support methods and practices to other colleagues to ensure services are delivered consistently and to the required standards.

  • Make travel arrangements and support events, etc., to support staff to work effectively.

  • Act as the Vendor Management Focal Point.

  • Perform other related duties as required.

STANDARD MINIMUM QUALIFICATIONS Education: University degree (Bachelor’s degree or equivalent). Experience: Three or more years of experience in general administrative work in National or International NGOs'. Language: Fluency in both oral and written communication in English and Bangla. Additional Requirement: Must demonstrate an ability to work independently and able to priorities. 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.

4Ps CORE ORGANISATIONAL CAPABILITIES 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.

TERMS AND CONDITIONS TYPE OF CONTRACT: Service Contract; SC 5 CONTRACT DURATION: 12 Months (extendable) DUTY STATION: Dhaka, Bangladesh NATIONALITY: Bangladeshi only MONTHLY NET SALARY: BDT 86,452 DEADLINE FOR APPLICATIONS 9 January 2020 Female applicants and qualified applicants from developing countries are especially encouraged to apply WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status. No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
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