Business Support Assistant – Programme Urgence

• Country: Port-au-Prince, Haiti
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: WFP
• Gender: Both
• Deadline: 2024-01-20

RESPONSIBILITIES/OBLIGATIONS:
Within the Cooperating Partners Management (CPM) team, the Business Support Assistant will have to carry out the tasks described below in accordance with the principles, standards and requirements of the PAM, in order to ensure good administrative management Program Unit files, agreements with cooperating partners and generally all Program Unit transactions linked to operations (transversal across all activities).
Have a good knowledge of the WFP Administrative and Financial Manual and be able to respond to support requests from Unit staff in the event of doubts about the correct procedure to follow;
Support the Program Unit in the various activities and administrative tasks necessary for the operational monitoring of projects;
Support the creation of Micro-Purchase Orders (MPO);
Encode all agreements, advances, payments made in the system (WINGS/SAP);
4a. Create Cooperating partner agreement documents (SOA/PODA);
4b. Create requests (OA/PR) for the distribution of cash to beneficiaries;
4c. Process and record advances requested by Cooperating Partners;
4d. Take care of the payment process of cooperating partners through the ITS (invoice tracking system), the creation of SES (service entry sheet) and payment requests, while ensuring that WFP standards are respected;
Process reconciliations linked to monetary distributions (including the creation of SES);
Archive all documentation in WINGS;
Keep the transaction tracking tool (Tracking Tool – TT) up to date and ensure the quality of the data inserted for each transaction;
Monitor PODAs opened for the Program Unit monthly;
Prepare the monthly Cash Forecast for the Program Unit;
Perform any other task at the request of management.

DELIVERABLES AT THE END OF THE CONTRACT:
The process of creating and monitoring the administrative and financial stages of partnerships (eg: PR, PO, SES, etc.) respects the expected deadlines and quality;
The invoicing process for implementation partners is carried out on time and according to expected quality standards;
The tracking tool is always complete and up to date with transaction data;
Information on the progress of different files is shared on a regular basis;
All necessary support documentation according to PAM standards is available and archived.

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOR:

MRPP Thematic Skills

Skill

Description of expected conduct at required skill level

Understand and communicate the Strategic Objectives
Helps team members to clearly articulate WFP’s Strategic Objectives.
Be a force for positive change
Suggests improvements in the team’s working methods to the line manager.
Make WFP’s mission a source of inspiration for the team
Explains to team members the impact of WFP activities on beneficiary communities.
Make WFP’s mission known on a daily basis
Clearly articulates how the unit’s responsibilities will contribute to the achievement of WFP’s mission.

Resources human

Look for ways to strengthen individual skills
Helps less experienced colleagues learn new skills and abilities.
Create a culture of open-mindedness
Seeks opportunities to work with people from different backgrounds.
Support and provide constructive feedback
Provides support to colleagues working in the same field of activity.
Adopt and advocate a proactive attitude
Monitors progress made in achieving objectives and regularly communicates this information to his or her line manager.

Performance

Encourage innovation and creative solutions
Seeks ways to demonstrate ever greater efficiency and rigor in your field of activity and communicates new working methods to your colleagues.
Prioritize getting results
Focuses on achieving results and monitors completion rates of assigned tasks to find ways to improve efficiency.
Make commitments and stick to them
Assumes responsibility for the tasks assigned to him or her and informs the line manager as soon as possible of any delays in relation to the set schedule and commitments made.
Know how to make decisions
Independently decides what action to take when he or she has a difficult choice to make in the workplace or in dangerous situations in the field.

Partnership

Connect and make WFP units work together
Offers partnership opportunities with other units to his or her line manager.
Building strong partnerships with external stakeholders
Seeks opportunities to collaborate with colleagues and partners in the field to achieve common goals.
Demonstrate political flexibility and adaptability
Learns to recognize the value of WFP teams and external partners in achieving team goals and objectives.
Explain the value that WFP brings to partnerships
Adapts his or her activities to the priorities of his or her line manager to meet the needs of internal and external partners.

REQUIRED QUALIFICATIONS AND EXPERIENCE:
Education: hold an undergraduate university degree in a relevant discipline (administration, management and accounting or project management, economics and/or legal sciences or similar).
Experience :
Minimum 2 years of professional experience in management, accounting and administration;
Minimum 2 years of professional experience in the financial and/or administrative management of projects in state or private organizations;
Experience in the humanitarian field is an asset.
Knowledge and skills :
Able to carry out precise and careful work, produced within deadlines and standards;
Have permanent availability, be dynamic and able to work under pressure;
Able to establish and maintain harmonious working relationships with colleagues, superiors, subordinates and external contacts;
Have good adaptation in a multicultural environment and good interpersonal relationships;
Proficient in basic Microsoft Office software (Excel, PowerPoint, Word) and Internet navigation.

LANGUAGES :
Very good command of Haitian Creole (spoken, read, written); •
Very good command of French (spoken, read, written);
Fluency in English is an asset.
Deadline for applications: January 19, 2024, 11:59 a.m., Haiti Time

APPLY NOW