Business Support Assistant

DEADLINE FOR APPLICATIONS

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world's largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website:  and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive, diverse, and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

PROFILE/ROLE: Business Support Assistant (G3)

DURATION OF months

ASSIGNMENT:

TENTATIVE DATE:

DIVISION/UNIT:      POS

PILLAR: Global Surge Coordination Capacity

ORGANIZATIONAL CONTEXT:

The United Nations World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience.

The Global Surge Coordination Capacity (GSCC) unit plays a pivotal role as it coordinates the Global Workforce Surge, ensuring WFP's prompt and efficient response to crises. It enlists suitable candidates for rapid deployment and works hand in hand with affected countries to evaluate needs and fill the immediate gaps. GSCC role also includes the monitoring and reporting on corporate surge.

The GSCC requires a Business Support Assistant to provide administrative support to the unit. Job holders are expected to produce organized and accurate work, undertaking specific business support activities as well as Surge Deployment activities. The recruited staff member will report to the Global Surge Officer. 

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 RESPONSIBILITIES (not all-inclusive, nor exhaustive):

Take an active role in Surge deployments; including the receipt of requests, identification of candidates, communication with functional staffing coordination and other counterparts, follow till the selection and mobilization of candidates for emergencies, the accurate and timely update of tracking sheets and reports to COs/RBx/HQ when needed.  Provide travel and administrative solution for surge deployments when/if needed, including the coordination with Protocol unit on visa process, coordination with Medical teams on the respective clearances, coordination with Security on the respective clearances Monitor the team's shared inboxes, ensuring timely responses, flagging urgent messages, and following up on tasks for successful completion. Respond to queries, escalating complex issues to ensure accurate and timely manner.4Maintain filing systems, ensuring data integrity, accessibility, and proper categorization within the shared database. Collaborate with various team members, incorporate feedback to improve business support functions, and provide holiday/weekend coverage as needed. Support the drafting of documents and preparation of reports by collecting relevant information under clear direction. Execute routine administrative and financial tasks across functional areas to optimize resource utilization and timely management such as monitoring of the Surge Special Account usage. Perform data entry tasks with precision, ensuring integrity and accessibility within corporate systems, including deployment tracking sheets. Provide admin support to the GSCC team including timekeeping, MSLS processing and travel when and if needed Support the migration to the surge digital platform on Workday (WD) related to identifying, assessing pool of candidates available to deploy for emergencies. Support the drafting of training manuals and job aids related to the WD Surge Module to be used in the trainings, and part of the governance and normative library of the team. Take an active role in giving training sessions for key stakeholders for the new Surge module in Workday, including HR staff in HQ, Regional offices, and Country Offices, as well as Staffing Coordinators and their teams. Support the streamline of workforce skillsets for emergency contexts and validate them with relevant functional areas to establish a pre-identified and pre-vetted pool of deployable personnel. Provide administrative support for the establishment and regular updating of emergency rosters, ensuring alignment with the revised TDY policy.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE:

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

Completion of secondary school education.

Experience:

Three or more years of experience in general administrative work.

Knowledge & Skills:

• Good knowledge of written and spoken English; high sense of responsibility and discretion in treatment of confidential issues.
• 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 and Microsoft Excel
• 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. 

Languages:

Working knowledge of English is required. 

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact: 

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

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.