Business Support Assistant\\Deputy Country Director Assistant (SC5)

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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable Applicant with BA will be given priority

Experience: Five or more years of progressively responsible work experience in the relative business streamwith experience in general administrative work.

Knowledge & Skills:

Knowledge of specialised 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. High level of maturity dealing and maintaining confidentiality detailed orianted foucusing on achiving results   High level of confidentiality and discursion

Language: Fluency in both oral and written communication in English and Arabic

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Deputy Directors or Head of Offices. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit, Chief, or the designate.

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)

 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 organised 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.

Provide guidance to junior colleagues in performing their duties.

Be the first point of contact for the Deputy Country Director Act as the initial point of contact for the Deputy Country Director in her absence, assessing priorities and re-directing calls, enquiries and requests as necessary. Implements protocol procedures (welcoming and communicating with high level visitors, travel arrangement, invitations) Reviews, proofreads and edits all correspondence for proper clearance prior to the Deputy Country Director’s signature; Ensures effective filing and ensuring safekeeping of confidential materials; Coordinates the information flow and follows up on circulation of files; Ensures that all information inquiries received by the Directorate are responded to in a timely and satisfactory manner. Organise internal and external meetings, events and teleconferences, including booking venues, arranging accommodation and taking minutes as required. Making travel arrangements for the Deputy Country Director including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters; Replace Country Director Assistant when absent  



TERMS AND CONDITIONS

Make sure to answer all mandatory questions and to upload your updated cover letter and CV ( in case you didn’t capture all your experience in the system).    

Females are highly encouraged to apply

Deadline for application is: 10 September 2017

Only short-listed candidates meeting the required qualifications will be contacted.