Business Support Assistant (Leasing) 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, physical or mental 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 lifetime. 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.
To support this lifesaving mission, WFP Fleet Centre in Dubai is mandated to centrally set the global standards for and manage the light and armoured vehicle fleet leasing operations to enable effective, safe and efficient fleets in all WFP offices across the world. The vehicle leasing & insurance service is complemented by world-class expertise and technical assistance in fleet management (including for armoured vehicles), fleet systems support, vehicle disposal, and road safety & fleet management training. In addition, having one of the largest humanitarian light vehicle fleets, WFP is also spearheading, through Fleet Centre, international collaboration efforts within the wider UN System to facilitate sister agency access to more effective and safer vehicles and to realize efficiency gains.
WHY WORK AT WFP?
SAVING & CHANGING LIVES ❤
Make a difference the world will notice.
We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.
GLOBAL COMMUNITY 🌍
Build bridges that unite people across the world.
Being part of a global, diverse and multicultural community like WFP, will continuously expose you to new ideas and perspectives.
How we deliver our mission in deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels.
UNLIMITED POSSIBILITIES 💡
Unlock possibilities you never thought you'd find.
WFP goes anywhere it is needed and does whatever it takes to get the job done.
LIFE-CHANGING EXPERIENCE ⭐
Reach beyond yourself and discover your true potential.
WFP offers the kind of life-changing experiences you’re unlikely find in many other organizations.
Join us to make a difference
Watch this video to know more about us!!
Link: https://www.youtube.com/watch?v=3mzGbaRAhz8&feature=youtu.be
ORGANIZATIONAL CONTEXT
At this level job holders are expected to take responsibility for completion of a range of business support activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues.
JOB PURPOSE
To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.
JOB TITLE: Business Support Assistant (Leasing)
TYPE OF CONTRACT: Fixed-Term Appointment
JOB GRADE: G5
UNIT/DIVISION: Management Services Fleet Center (MSDF)
DUTY STATION (City, Country): Dubai, UAE
DURATION: 12 Months with a possibility of extension
Serving at the trusted nexus between the customers from over 80 countries and the Fleet Centre, the Incumbent, under the direct supervision of Senior Customer Service Officer, based in Dubai-UAE, will be a key staff in the Customer Service Team and a primary point of contact for the Customers of Fleet Centre. This position will be responsible for following duties:
KEY ACCOUNTABILITIES (not all-inclusive)
1. Process leasing orders for Standard vehicles and accessories. Review the order request, coordinate with Country Office, liaise with UNHRD for the estimated shipping cost, issue PFI, follow up on ZINT PO confirmed order
2. Issue Pro-forma Invoice and obtain client’s confirmation on orders; follow up with clients to ensure timely recognition of confirmed orders and funding commitments.
3. Issue Final Invoices for Lease and Credit Notes (when necessary); validate quarterly invoices before confirming to Finance
4. Communicate effectively with the clients to clarify the issues related to orders; initiate to solve any challenges in the processes through proper consultation with other teams in Fleet Centre
5. Keep records of details of inquiries, complaints, or comments; address clients inquires and complaints and escalate when required (eg. for complex and specific cases)
6. Extract data from Fleet Portal and Fleet Wave for analysis and reporting purpose
7. Liaise with internal teams and other WFP Departments (e.g., WFP Dubai Office, UNHRD, HQ Procurement)
8. Train and advise the CO Fleet focal points on ordering process in the Fleet Portal as and when necessary
9. Create ZINT POs in favour of UNHRD for monthly incoming shipment clearance. Verify the UNHRD Quarterly MCR statement & PFI and ensure Fleet Centre accounts are settled on time
10. Final Invoice raised on time and correctly by tracking the overall cross charging mechanism. Follow up with CO focal points on the GRN & LIV, once LIV received update Finance Tracking sheet and follow up with Dubai Finance to close the ZINT PO on a timely manner.
11. Perform other related duties as assigned.
STANDARD MINIMUM QUALIFICATIONS
Education:
Completion of higher secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience:
• At least five (5) years of experience in leasing especially in Automotive sector
• Experience in Transport, Logistics or related Industry would be an added advantage
• Proven track record in client service/interface is an added advantage
• Experience in data analysis and presentation
• Experience in ERP system is desired
Other Qualifications:
• Ability to carry out basic data analysis and independently rectify problems requiring attention
• Ability to monitor and record financial transactions
• Good communication skills required to give and receive information and work with a variety of individuals
• Excellent computer skills (Word, Excel, PowerPoint)
Language:
Fluency in oral and written communication in English.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
TERMS AND CONDITIONS
Only those candidates shortlisted for interview will be notified.
DEADLINE FOR APPLICATIONS
16 November 2022.
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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.
