Business Support Assistant (Protocol) G3

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

Skills

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.

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