Business Support Assistant (Protocol) G3
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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.
WHY TO WORK AT WFP?
Join us to make a difference!
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.
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.
ORGANIZATIONAL CONTEXT
Job holders typically provide administrative support to team(s) and/or support a specific business stream, and report to the relevant Associate. At this level, work is carried out under close supervision or immediately available assistance. Job holders are expected to produce organised and accurate work.
JOB PURPOSE
To deliver a range of business support tasks specific to protocol facilitation and in general, administrative functions, to ensure that staff are effectively supported.
KEY ACCOUNTABILITIES (not all-inclusive)
• Collect, sort, and disseminate correspondences, reports, and other material to meet the required demands of staff to time standards.
• Assist in submitting, processing & follow up on staff protocol processes (Residencies, visas, Domestic workers permits/residencies and customs clearances for personal effects and vehicles) including all necessary processes which facilitate fulfilment of these services.
• Assist in submitting, processing & follow up on all approvals including customs clearance procedures for WFP assets (Equipment & vehicles) being imported/entering into or exported out of Jordan.
• Timely registration of newly acquired vehicles and their periodic licenses extensions.
• Regularly update protocol database and track all related actions and reports.
• Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to staff.
• Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.
• Facilitating all protocol and related administrative services with relevant department, authorities or contractors including delivery and collection of documents to the relevant authorities by driving official WFP vehicles.
• Meet official personnel and visitors at the airport or other entry points and provide basic assistance with visa and customs formalities, to facilitate smooth and safe entry and arrival to the authorized destinations.
• 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.
• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organized and readily available for the business team.
• Perform basic office related tasks such as filing, photocopying and maintaining stores when required including mailing service and payment of office telephone and other bills, to ensure administrative support to clients.
• Maintain good working relationship with government personnel and departments and represent and maintain WFP’s reputation demonstrating highest professional standards.
• Any other duties, as assigned
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education.
Experience: Three or more years of experience in general administrative work.
Knowledge & Skills:
• Ability to use standard office equipment such as photocopiers and scanners.
• Knowledge of standardised business support work routines and methods.
• Knowledge of standard office software packages, e.g., Microsoft word and Excel.
• Uses tact and courtesy to give and receive information with a variety of individuals.
• Good attention to detail in order to identify data discrepancies.
• Ability to work to deadlines and follow clear instructions.
• Have a valid driver's license.
Language: Fluency in Arabic and good working knowledge of English.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Builds an understanding of WFP’s Strategic Objectives.
- Be a force for positive change: Approaches individual tasks and responsibilities with a positive attitude and demeanor.
- Make the mission inspiring to our team: Understands the impact of WFP activities in beneficiary communities.
- Make our mission visible in everyday actions: Connects individual tasks and responsibilities to unit’s goals and mission.
People
- Look for ways to strengthen people's skills: Seeks opportunities to build and enhance individual skills.
- Create an inclusive culture: Demonstrates respect and understanding for diversity and cultural differences.
- Be a coach & provide constructive feedback: Identifies and approaches colleagues or supervisors to serve as coaches.
- Create an “I will”/”We will” spirit: Sets clear goals and measurable targets for own tasks and responsibilities.
Performance
- Encourage innovation & creative solutions: Assesses own tasks and responsibilities to find ways to be more efficient.
- Focus on getting results: Maintains accurate records of completion times and tasks in own areas of responsibility.
- Make commitments and make good on commitments: Understands responsibilities and the metrics associated with own tasks.
- Be Decisive: Notifies supervisors of dangerous situations or potential issues that may arise while in the field or office.
Partnership
- Connect and share across WFP units: Understands WFP’s organizational structure, including the purpose and mission of each unit.
- Build strong external partnerships: Supports team in working with colleagues and WFP’s partners in the field toward common goals.
- Be politically agile & adaptable: Maintains a professional and courteous relationship with other WFP employees and partners in the field.
- Be clear about the value WFP brings to partnerships: Understands own team’s contributions in its partnerships with internal and external stakeholders.
EXPECTED BENEFITS:
WFP Offers a diverse range of benefits and entitlements including annual, sick and parental leaves, allowance for the eligible spouse and children and UN Joint pension Funds. In addition to a life Changing experience that save and change lives.
WFP is following the UN salary scale in Jordan; the expected net pensionable salary ranges between 11,833 and 15,128 JOD per year; depending on the years of managerial experience in supply chain exceeding the minimum requirements.
TERMS AND CONDITIONS
Applications must be submitted online through WFP e-Recruitment System
- Internal WFP staff can access the VA through the internal WFP CAREER page via the link: http://newgo.wfp.org/services/e-recruitment
- External applicants are kindly requested to follow the link: http://www1.wfp.org/careers/job-openings
Make sure that you answer all mandatory questions accurately and to attach your updated CV in English.
- Join WFP to be part of saving lives and changing lives: https://www.youtube.com/watch?v=N4rFCbNDXiw&feature=youtu.behttp://ar.wfp.org/videos/recruitment-video-ar
Only short-listed candidates will be contacted.
DEADLINE FOR APPLICATIONS
1 February 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.
