Business Support Assistant (Receptionist) – SC4, Pemba – Cabo Delgado
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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.
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 may either perform administrative support functions in the front office and report to the Business Support Associate, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate. In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, Chief, or the designate.
At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.
JOB PURPOSE
To deliver a range of routine business support tasks, to ensure that staff are effectively supported.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Collect, sort and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.
2. Respond to routine queries received and escalate where appropriate, 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. Be responsible for receipt and registration of financial documents (invoices, vouchers, good receipt notes, waybills and etc..) submitted by vendors and subsequent delivery to the relevant unit/staff.
5. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
6. Provide a set of standard business support activities, where required, to contribute to the
effective functioning of business operations.
7. 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.
8. Undertake standard data entry tasks in accordance with defined systems, to ensure information is organized and readily available for the business team
9. Meet visitors and direct to the respective room and/or staff member accordingly.
10. Support Administration Unit in supervision of cleaners and maintenance of facilities.
11. Support in management of booking requests for UN common meeting rooms.
12. Any other duties or tasks which may be assigned by supervisor or by management.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education, post-Secondary School certificate/degree in Business/Public Administration, or in any related functional area.
Experience: Four 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.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
• 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.
LEADERSHIP FRAMEWORDK – OUR BEHAVIOUR 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, analyze 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
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Business Support Services & Reporting | Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience. |
| Internal Controls & Risk Management | Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction. |
| Resource Management | Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. |
| Specialised Knowledge in Administrative Services | Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. |
| Customer Focus | Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved. |
TERMS AND CONDITIONS
Type of Contract: Service Contract – Level 4
Duty Station: Pemba, Cabo Delgado
Duration of Contract: 12 months (with a possibility of renewal)
APPLICATIONS INSTRUCTIONS AND DEADLINE FOR APPLICATIONS
Please note that this role is open to Mozambican nationals only. Please attach a copy of your national ID or national passport when applying.
Interested and qualified female candidates are requested to submit online applications through E-Recruitment.
Applications that do not meet the above requirements will be disregarded. Only shortlisted candidates will be contacted.
Deadline for Application: 16th December 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.
