Business Support Associate (Nutrition & HIV) G6, Maputo
.
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance. Female qualified applicants are especially encouraged to apply.
WFP does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, offer, training, or any other fees). Offers of WFP employment or job openings with requests for payment of fees are fraudulent. WFP does not concern itself with information on bank accounts. Any requests for such payment or information should be refused and reported to local law enforcement authorities for appropriate action and to WFP for its information.
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 typically report to the Division Director or Country Directors. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit or Chief.
At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. They have responsibility for undertaking specialised business support work, such as organisation and coordination of work. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources, and coach and/or coordinate a team of support staff.
JOB PURPOSE
In line with WFP Global Nutrition Policy and the second generation of Country Strategic Plan (2022-2026), the country office is increasingly scaling up the integration of nutrition (and HIV) in key programmatic areas in partnership with other units within the organization, government institutions and partners. Doing so implies implementing a wide range of projects simultaneously with different budget codes, often under other Activity areas aside Activity 2 which is nutrition-specific.
As such, the unit responsible to the Nutrition and HIV portifolio of Programme unit is seeking a business associate to coordinate and control a full range of business support services, to ensure that its respective programmes and projects are delivered effectively.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Provide dedicated executive assistant support.
2. Actively seek and use feedback to improve business processes and procedures.
3. Assist project managers of nutrition and HIV team in planning, monitoring and reconciling budget(s) to ensure that planned financial resources are used effectively.
4. Support the management of Partnerships, Field Level Agreements (FLA and/or LOU) and Memorandums of Understanding (MoU) developed for the Unit.
5. Manage the contractual, finance and administrative processes assigned to the Cooperating Partners (CPs), from selection, integration and monitoring to termination of the agreement.
6. Support budget analysis and FLA compliance for partners and advise on any observed discrepancies.
7. Support tracking of FLA, LoU and MoU start and budget consumption based on invoices submitted.
8. Follow up on tracking CPs invoices and payments.
9. Review all purchase orders processes from its creation to its payments and clearance in the financial system and advise the head of nutrition and HIV programme area on the respective approvals of each process.
10. Ensure all funds disbursed for CPs are well spent and justified on time.
11. Conduct capacity assessments of CPs jointly with the Partnerships Unit.
12. Support to Field offices on preparation of financial and administration processes whenever required.
13. Unit wings focal point for creation of purchase requisitions and purchase orders.
14. Coordinate with other teams in order to ensure that all financial and administrative services are being performed efficiently.
15. Monitor grant balances and financial performances and transactions in an accurate and timely manner.
16. Provide analysis of grant balances identifying risks of surpluses and deficits, and suggest corrective measures, to support maximum fund utilization and decision-making process.
17. Review, compile and analyse data, maintain accurate records and files and prepare periodic and ad hoc reports, to support accuracy and efficiency of information presented to internal and external stakeholders.
18. Respond to complex business support queries in order to provide a timely and accurate resolution of enquiries for clients.
19. Oversee the maintenance of records and databases related to administration, partnerships and finances to ensure information is organized and readily available for staff and compliant with all relevant regulations and policies.
20. Review correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards. Additionally, support the organization of unit files (hardcopies) and other items.
21. Provide a full range of complex business support services to staff to contribute to the effective functioning of business operations.
22. Support in coordination of the high-level visits, ensuring appropriate logistic and notification to officials/administrative for appointments as convenient.
23. Provide advice, support and/or training to junior staff in the provision of business support services, in order to support their learning in providing business support.
24. Coordinate tasks of junior colleagues to ensure support services are delivered consistently and to the required standards.
STANDARD MINIMUM QUALIFICATIONS
Education: Bachelor’s degree in related areas such as: Administration, International Relations, Business Management or equivalent experience.
Experience: Six or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Language: Fluency (level C) in both English and Portuguese Language.
KNOWLEDGE & SKILLS
- Specialised knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.
- Good communication skills in order to provide specialised business support services to a wide range of individuals.
- Ability to analyse and interpret financial data and monitor budgets.
- Ability to proactively identify and recommend areas for improvement to the design and delivery of specialised services.
- Ability to build relationships with a variety of individuals across functions.
- Experience in coordinating the work of others and self and training and supporting others.
- Ability to maintain confidentiality.
WFP LEADERSHIP FRAMEWORK – OUR BEHAVIOR MATTERS
- Leads by Example with Integrity
Lives WFP values and shows humanity and integrity by role modelling care for others.
- Drives Results and Delivers on Commitments
Delivers on commitments and adapts readily to change.
- Fosters Inclusive and Collaborative Teamwork
Is inclusive and collaborative, and contributes to a culture of learning and personal growth.
- Applies Strategic Thinking
Demonstrates commitment to gather perspectives, analyse options and risks, and propose new ways of doing things.
- Builds and Maintains Sustainable Partnerships
Builds and nurtures external partnerships & collaborates with partners to deliver common objectives.
TERMS AND CONDITIONS
Type of contract: Fixed Term, G6
Contract Duration: 12 Months Renewable
Duty Station: Maputo
Female and qualified applicants are highly encouraged to apply.
This position is open to Mozambican Nationals only.
DEADLINE FOR APPLICATIONS
14th October 2022
.
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.
