Business Support Assistant Job at the United Nations World Food Programme (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.

We are recruiting to fill the position below:

Job Title: Business Support Assistant (Security) – G3

Requisition: 107595
Location: Maiduguri, Borno

Organizational Context

• These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders typically provide administrative support to team(s) and/or support a specific business stream, and report to the relevant Head of Unit. Job holders are expected to produce organised and accurate work.

Job Purpose

• To deliver a range of routine business support tasks, to ensure that Security Unit staff are effectively supported.

Key Accountabilities (not all-inclusive, nor exhaustive)

• Collect, sort and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.
• Make travel arrangements and support events, etc., to support staff to work effectively.
• 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.
• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team.
• 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.

Other Responsibilities:

• Process security unit staff’s travel documents
• Support in submitting Maintaining list of Security Equipment
• Admin support (payment, contract, etc.) for Police, Kings Guards and other contracted entities providing security services to WFP
• Tracking and maintaining up to date training staff list and coordinate with DSS or other external or internal departments security training
• Follow up with relevant Units the process of Security Unit Staff Monthly Attendance sheets.

4Ps Core Organisational Capabilities
Purpose:

• Understand and communicate the Strategic Objectives: Builds an understanding of WFP’s Strategic Objectives.
• Be a force for positive change: Approaches individual tasks and responsibilities with a positive attitude and demeanor.
• Make the mission inspiring to our team: Understands the impact of WFP activities in beneficiary communities.
• Make our mission visible in everyday actions: Connects individual tasks and responsibilities to unit’s goals and mission.

People:

• Look for ways to strengthen people’s skills: Seeks opportunities to build and enhance individual skills.
• Create an inclusive culture: Demonstrates respect and understanding for diversity and cultural differences.
• Be a coach & provide constructive feedback: Identifies and approaches colleagues or supervisors to serve as coaches.
• Create an “I will”/”We will” spirit: Sets clear goals and measurable targets for own tasks and responsibilities.

Performance:

• Encourage innovation & creative solutions: Assesses own tasks and responsibilities to find ways to be more efficient.
• Focus on getting results: Maintains accurate records of completion times and tasks in own areas of responsibility.
• Make commitments and make good on commitments: Understands responsibilities and the metrics associated with own tasks.
• Be Decisive: Notifies supervisors of dangerous situations or potential issues that may arise while in the field or office.

Partnership:

• Connect and share across WFP units: Understands WFP’s organizational structure, including the purpose and mission of each unit.
• Build strong external partnerships: Supports team in working with colleagues and WFP’s partners in the field toward common goals.
• Be politically agile & adaptable: Maintains a professional and courteous relationship with other WFP employees and partners in the field.
• Be clear about the value WFP brings to partnerships: Understands own team’s contributions in its partnerships with internal and external stakeholders.

Standard Minimum Qualifications

• Education: Completion of at least secondary school education.
• Experience: Desirable, Three or more years of experience in general administrative work, data entry and, experience in field activities. UN experience is desirable.

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 to identify data discrepancies.
• Ability to work to deadlines and follow clear instructions.
• Availability to work after hours and during weekend if necessary.

Language:

• Fluency in both oral and written communication in English and at least two of the languages spoken in Borno State e.g. Hausa, Kanuri and Shua.

Terms and Conditions

• Only Nigerian nationals or holders of valid residence and work permits are eligible to apply for this position
• Selected candidate will be employed on a short-term contract duration of 9 months.

Deadline: 24th October, 2019.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Important Information/Notice

• Applications are to be submitted and received online and in English language only.
• Only shortlisted candidates will be contacted. Canvassing is strictly prohibited and will lead to automatic disqualification of the concerned applicant.
• WFP will apply a rigorous and transparent selection process including thorough assessment of technical skills to ensure the best candidates are selected for the job. Please ensure that your application contains accurate and complete information on academic qualifications, employment record and language skills. Only successful candidates will be invited for an interview.
• 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.