WFP Global Office Berlin – Business Support Assistant G4 (Grant Management)
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, physical or mental disability.
We are seeking to fill a short-term position (11 months) of Business Support Assistant G4, based in the WFP Global Office in Berlin, Germany.
Please note that this is a local recruitment. Candidates must be residents of Germany and have a legal work permit there. In addition, candidates must reside within commuting distance to the location of the office in the duty station Berlin, Germany (Zimmerstraße 79-80, 10117 Berlin) at the time of application or, if not residing within commuting distance at the time of application, candidates must be willing to relocate to Berlin, Germany at their own cost before taking up the assignment. WFP shall not be responsible for any costs associated with such relocation nor shall WFP assist or otherwise be involved in obtaining residency status or legal work permits. Preference will be given to candidates who reside within commuting distance of Berlin, Germany.
ORGANIZATIONAL CONTEXT
The World Food Programme (WFP) is the leading organization that saves lives in emergencies and changes the lives of millions of people around the world. The mission of WFP is to help the world achieve Zero Hunger by 2030. Every day, WFP works 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 to thrive. On average, WFP reaches more than 80 million people with food assistance in 82 countries each year.
For its efforts to combat hunger, for its contribution to bettering conditions for peace in conflict-affected areas and for acting as a driving force in efforts to prevent the use of hunger as a weapon of war and conflict, WFP was awarded the Nobel Peace Prize in 2020. Working at WFP will give you the opportunity to be enriched by truly meaningful work and deepen your professional expertise.
WFP’s Global Office Germany in Berlin was established in 2004 to strengthen the partnerships with the government authorities and other stakeholders in Germany, Austria and Liechtenstein, as well as for media and public relations in the German-speaking parts of Europe. Throughout the past years, Germany emerged to be WFP’s second largest bilateral government donor.
Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
JOB PURPOSE
Under the direct supervision of the Head of the Government Partnerships Team, the Business Support Assistant will be responsible for providing a range of business support activities to support staff and facilitate effective service delivery. This includes support in various processes such as the donors grants registration, data analysis, information management and reporting, to contribute to readily available and accurate information. The role implies regular liaison with WFP Headquarters (HQ) units, Global Offices, Regional Bureaus and Country Offices to collect/share information, respond to basic queries and escalate to supervisors whenever required. In addition, the incumbent will be required to provide basic IT support in coordination with the HQ technical team. The Business Support Assistant will be expected to be a team player within a small team with the ability to produce accurate and organized work while demonstrating strong self-motivation, attention to details, proactiveness, communication and written skills.
KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)
1. Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
2. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
3. Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
4. Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
5. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
6. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
7. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
8. Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
9. Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)
Essentials:
- Knowledge of MS Office applications such as Word, Excel, PowerPoint and Outlook for data extraction, reconciliation, and reporting/visualization.
- Experience performing basic analysis of data and statistics.
- Knowledge of Information Technology in order to support and guide staff on basic IT issues.
- Experience reviewing data/information with the aim of ensuring accuracy
Desirables:
- Knowledge of ERP systems and specifically SAP software.
- Experience working in an international context, e.g., in a United Nations agency, other international organization or non-governmental organization, is desirable.
- Knowledge of grants management systems and/or processes.
- Knowledge of MS Office 365 software, Microsoft Teams and SharePoint.
STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE
Education: Completion of secondary school education.
Language: Working knowledge (proficiency/FAO level C) of English and at least intermediate knowledge (level B) of German.
Experience: Four or more years of 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 complete processes under minimal supervision.
- Uses tact and courtesy to give and receive information to a wide range of individuals.
- Ability to identify data discrepancies and rectify problems requiring attention.Ability to offer guidance or basic on-the-job training to more junior staff
WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR as outlined in the Generic Job Profile ‘Business Support Assistant G4’ apply
Leads by Example with Integrity:
- Upholds WFP values, principles, and standards: Demonstrates the WFP values, principles and standards
- Respects others and values diversity: Values diversity using respectful and inclusive language
- Stays focused and calm under pressure: Stays focused and calm when under pressure
- Demonstrates humility and a willingness to learn: Shows humility and a willingness to learn and share knowledge, seeking and acting on feedback, and taking up opportunities to develop
Drives Results and Delivers on Commitments:
- Delivers results for maximum impact: Is accountable for the delivery of results
- Delegates appropriately: Seeks guidance and support where needed
- Adapts readily to change: Adapts readily to change adjusting work as needed
Fosters Inclusive and Collaborative:
- Is inclusive and collaborative: Promotes teamwork by sharing ideas and openly raising issues
- Gives timely and constructive feedback: Gives timely and constructive feedback to others
- Builds and shares new perspectives: Listens attentively to others and shares views
Applies Strategic Thinking:
- Communicates and fulfils WFP’s vision: Embraces WFP’s vision and how it impacts their role
- Embraces curiosity and new ways of doing things: Shows curiosity and implements new ways of doing things when relevant
- Analyses and evaluates data: Gathers data and shares knowledge to inform team activities
- Considers the impact of decisions: Asks questions to understand the impact of decisions for their objectives
Builds and Maintains Sustainable Partnerships:
- Builds partnerships: Acts professionally with external partners
- Collaborates to deliver common objectives: Works together with partners to deliver common goals
TERMS AND CONDITIONS
WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience. Please visit the following website for detailed information on working with WFP “ http://www.wfp.org Click on: “Our work” and “Countries” to learn more about WFP’s operations.
Applicants must be:
- Be German Residents holding a valid passport and/or identity card, or a valid Resident Permit to work and live in the country.
- Reside within commuting distance (100-kilometer radius or distance that can be covered within 1.5 hours by car or public transport under average conditions of traffic, weather, and roads) to the office location at the duty station (Zimmerstrasse 79/80, 10117 Berlin / Germany). If not residing within commuting distance at the time of application, candidates must be willing to relocate to Berlin, Germany at their own cost before taking up the assignment. WFP shall not be responsible for any costs associated with such relocation nor shall WFP assist or otherwise be involved in obtaining residency status or legal work permits. Preference will be given to candidates who reside within commuting distance of Berlin, Germany.
- Be able to work remotely.
Please note that applications should be sent in English.
Deadline for applications: 31 July 2022
Ref. VA: 167561
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.
