Business Support Assistant G4

ABOUT WFP

WFP has a zero-tolerance approach to behaviors such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be required to adhere to WFP’s standards of conduct and will therefore be subject to rigorous background checks internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Any misrepresentation of information provided during the recruitment process may result in disqualification or dismissal.

WFP will not request payment at any stage of the recruitment process, including the offer stage. Any request for payment must be refused and reported to local law enforcement for appropriate action.

STANDARD QUALIFICATIONS REQUIRED

Education : Having completed secondary education
Experience : 4 or more years or more of professional experience at increasingly high levels of responsibility in the field of business corresponding 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 carry out processes under minimal supervision.
• Demonstrates tact and courtesy in giving and receiving information to a wide range of people.
• Ability to identify discrepancies in data and rectify issues requiring attention.
• Ability to provide guidance or basic on-the-job training to younger staff.

Language : Fluency in oral and written communication in the UN language used at the duty station and in the language of the duty station, if different.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (CO), Regional Bureaus (RB) and Headquarters (HQ). Position holders may either perform administrative support functions within the front office and report to the Business Support Associate, or provide administrative support to one or more teams reporting to the relevant Unit Manager, Head or the designated person. In cases where these positions support a specific flow of activity, the reporting line may be that of the relevant unit head, manager or designee.

At this level, work is performed under minimal supervision. Job holders are expected to produce organized and precise work, undertaking specific business support activities. They can offer advice on standard practices to younger staff in their field of work.

POSITION OBJECTIVE

Provide standard business support processes for a specific professional work area, to facilitate efficient service delivery.

MAIN RESPONSIBILITIES (non-exhaustive)

1. Collect information with clear instructions to support document writing and report preparation by other staff.
2. Respond to queries and escalate them where appropriate, in order to provide fast and accurate service to customers.
3. Support the processing and management of routine administrative and financial tasks across various functional areas, to contribute to the effective and timely management of resources.
4. Provide revision and proofreading services for standard documents, in order to contribute to the development of accurate documentation.
5. Take responsibility for maintaining defined systems and standard files, to ensure information is accurate and readily available to the function.
6. Identify simple discrepancies in statistics and data, such as missing information, and report to senior management to help clients accomplish their work.
7. Take responsibility for data integrity to facilitate the availability of accurate information in company systems.
8. Provide guidance on common business support methods and practices to junior colleagues to ensure services are delivered consistently and to required standards.
9. Work with a variety of people, taking feedback where appropriate to help provide business support to staff.

4P BASIC ORGANIZATIONAL CAPACITY

Purpose

Understand and communicate strategic objectives: Helps teammates articulate WFP’s strategic objectives.
Be a force for positive change: Suggest potential improvements to the team’s work processes to the supervisor.
Make the mission inspiring for our team: Explain to teammates the impact of WFP activities in beneficiary communities.
Making our mission visible in daily actions: Explains how our own unit’s responsibilities will serve the mission of WFP.
People

Look for ways to strengthen people’s skills: Trains junior teammates in new skills and abilities.
Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
Be a coach and provide constructive feedback: Serves as a coach for colleagues in the same field of work.
Create an “I Will”/“We Will” Mindset: Tracks progress toward goals and regularly shares this information with supervisor.
Performance

Encourage innovation and creative solutions: explores ways to be consistently more efficient and precise in own areas of work and shares new ways of working with colleagues.
Focus on achieving results: Focuses on achieving results and monitors trends in completion rates of own tasks to identify opportunities for efficiency.
Make and Meet Commitments: Takes responsibility for own tasks and informs 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 dangerous situations in the field.
Partnership

Connect and share between PAM units: suggests partnership opportunities with other units to the supervisor.
Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field toward common goals.
Be politically agile and adaptable: Develops an understanding of the value of WFP teams and external partners in achieving team goals and objectives.
Be clear about the value PAM brings to partnerships: aligns its own activities with the supervisor’s priorities to meet the needs of internal and external partners.

TERMS AND CONDITIONS

Salary scale: Between 10,063,000 and 12,298,000 XAF per year
Annual leave: 2.5 days per month.
Pension: Paid by the United Nations Joint Staff Pension Fund (UNJSPF)
Medical insurance through CIGNA