Business Support Assistant to Deputy Country Director G5
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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 or disability.
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.
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions, reporting to the Deputy Directors.
At this level, job holders are expected to take responsibility for completion of a range of business support and programmatic activities to the Deputy Country Director Office, requiring interpretation of standard guidelines/practices.
JOB PURPOSE
Under the direct supervision of the Deputy Country Director, the Business Support Assistant will undertake a wide range of Programmatic and Administrative activities in coordinating the smooth functioning of the DCD’s office. The incumbent should have excellent oral and written English and have demonstrated affinity with working in an international context.
STANDARD MINIMUM QUALIFICATIONS
Education: First University Degree in International Relations, Business/Public Administration, Information Management, Communication, Social Sciences, Commerce, Management, or any related field.
Language: Fluency in both English and Arabic languages.
Experience: At least five years of responsible work experience in planning, coordination, administration, and business support for the Executive level is required. Prior experience with the UN, other international organizations, diplomatic institutions, or embassies working in a capacity as an Assistant/Adviser to senior management/official is an advantage.
KEY ACCOUNTABILITIES (not all-inclusive)
- Handle all incoming correspondence for the Deputy Country Director and ensure they are actioned or redirected to relevant units/offices.
- Support in drafting correspondence on issues relevant to the Deputy Country Director’s activities.
- Assist in the overall day-to-day management and coordination of the Deputy Country Director’s activities, including follow-up on decisions /and feedback emerging from different Heads of Units, preparation of agenda items, and preparation of organization and notes for the record.
- Maintain the Deputy Country Director calendar, arrangement of appointments and meetings.
- Act as the focal point for all the Deputy Country Director office travel plans including logistical arrangements, granting of visas, accommodation, etc.
- Establish and maintain regular contacts with Country Office Heads of Units to obtain relevant information, briefs, background documents, and other materials in support of the Deputy Country Director’s day-to-day activities.
- Review as appropriate all authorization for units' requests that requires the Deputy Country Director’s signature for approval.
- Maintain a roster of high-level contacts, including emails, telephone lists, addresses, etc.
- Support the DCD in preparing correspondence, comments or support the preparation of briefing notes, and undertake searches of information.
- Maintain the filing system to ensure the safekeeping of confidential materials and regular documents needed by the Deputy Country Director for day-to-day activities.
- Ensure that confidentiality on all subject matters is maintained as required.
- Proofread and edit documents, correspondence and email communication.
- Perform other related duties and assignments as and when required.
FUNCTIONAL CAPABILITIES
- Excellent written & verbal communication.
- Excellent Time Management skills.
- Excellent Planning and Organization skills.
- Attention to details.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
- Knowledge of specialized 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 maintain confidentiality.
TERMS AND CONDITIONS
This is a one-year contract, extension is subject to satisfactory performance and funding availability.
Fixed-term Appointment: an appointment for a continuous period of one year and shall have a specified expiration date and be subject to a probationary period of one year, which may be extended to 18 months.
Annual Net Pay Salary: as per the established salary scale with then the country
Staff Assessment: is comparable to national income tax, shall be applied to the gross salaries and such other payments as are computed on the basis of salary, The assessment shall be calculated at rates set forth in the FAO Administrative Manual.
Dependency allowances: applicable to children up to 18 years of age, or up to 21 years in full-time school attendance
United Nations Joint pension fund: a deduction of 7.9% from the pensionable remuneration will be made from the net salary, the WFP will contribute of 15.8%
Medical Insurance: mandatory for the staff member and can be extended to dependents in a cost-sharing.
Annual leave: 2.5 days a month and
Sick leave: 2 days per month
Official Holiday: 10 days as officially established for each duty station.
DEADLINE FOR APPLICATIONS
Deadline for submitting the online application is on the 31st of August 2023.
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
