WFP Global Office Seoul – Business Support Assistant G5

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.

We are seeking to fill a Fixed Term position of Business Support Assistant G5 (Assistant to the Director) , based in the WFP Global Office in Seoul, Republic of Korea.

Please note that this vacancy announcement is being issued internally and externally.

Applicants must reside within commuting distance to the office location in the duty station #411, Woojeongwon(Bldg.153), Seoul National University, 1 Gwanak-ro, Gwanak-gu, Seoul, Republic of Korea and be Korean Residents holding a valid passport and/or identity card, or a valid Resident Permit to work and live in the country.

ORGANIZATIONAL CONTEXT

WFP Global Office in Seoul is located at the Seoul National University campus in Gwanak-gu, Seoul and its primary objective is partnership with the Republic of Korea’s Government and private sector including resource mobilization, advocacy and support of WFP field operations.

JOB PURPOSE

The purpose of this job is to provide high-level administrative and business support to the Director Seoul Global Office to facilitate effective service delivery. The Business Support Assistant (Assistant to the Director) will be responsible to handle a range of services, including but not limited to:

• Coordinate, maintain and manage the schedule and contacts of the Director including scheduling of meetings, speaking engagements and travel/coordination of movement with the driver.
• Draft, review and send communication/correspondence relating to/on behalf of the Director.
• Process and manage routine administrative tasks in various functional areas including procurement to contribute to the effective management of resources.
• Organize and prepare for meetings, events and travel, including gathering documents, materials and attending to logistics.
• Answer and respond to phone calls, communicate messages and information to the Director and other staff members of the Seoul Global Office, prioritizing emails and responding appropriately, as and when necessary, including on behalf of the Director.
• Coordinate travel arrangements, both domestic and international.
• Maintain various records and documents for the Director.

The Business Support Assistant will interact with various internal and external stakeholders through effective communication (verbal and written in Korean and English) and customer service mindset. The Business Support Assistant must be able to work under minimal supervision with good planning skills to produce accurate and organized work, and to demonstrate good communication, teamwork, and attention to details skills while ensuring discretion and confidentiality at all times and strict adherence to policies and guidelines.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)

1. Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
2. Respond to standard queries and provide timely and accurate guidance.
3. Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources
4. Manage and maintain records and databases, to ensure information is organised and readily available for staff.
5. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
6. Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate
7. Contribute to improvement of business procedures and processes.
8. Collect and perform basic analysis of data to contribute to quality business information management.
9. Provide guidance to junior colleagues in performing their duties.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential:

• Experience supporting managers in calendar management, organization of internal/external meetings and events (physical and virtual), drafting/proofreading of correspondence/presentations and reports.
• Experience dealing with travel arrangements and procurement processes
• Good knowledge of Microsoft office including Word, Powerpoint, Outlook, Excel and Teams.
• Good communication, teamwork, confidentiality and prioritisation skills.

Desirable:

• Previous experience working as a Secretary or Executive Assistant
• Experience working in a United Nations common system, international organization or non-governmental organization
• Experience interacting effectively with internal and external stakeholders.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in administrative.

Language: Fluency (level C) in both English and Korean.

Knowledge & Skills:

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality.

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR as outlined in the Generic Job Profile ‘Business Support Assistant G5’ apply

Leads by Example with Integrity:

• Upholds WFP values, principles, and standards: Demonstrates the WFP values, principles and standards
• Respects others and values diversity: Values diversity using respectful and inclusive language
• Stays focused and calm under pressure: Stays focused and calm when under pressure
• Demonstrates humility and a willingness to learn: Shows humility and a willingness to learn and share knowledge, seeking and acting on feedback, and taking up opportunities to develop

Drives Results and Delivers on Commitments:

• Delivers results for maximum impact Is accountable for the delivery of results
• Delegates appropriately Seeks guidance and support where needed
• Adapts readily to change Adapts readily to change adjusting work as needed

Fosters Inclusive and Collaborative:

• Is inclusive and collaborative Promotes teamwork by sharing ideas and openly raising issues
• Gives timely and constructive feedback Gives timely and constructive feedback to others
• Builds and shares new perspectives Listens attentively to others and shares views

Applies Strategic Thinking:

• Communicates and fulfils WFP’s vision Embraces WFP’s vision and how it impacts their role
• Embraces curiosity and new ways of doing things Shows curiosity and implements new ways of doing things when relevant
• Analyses and evaluates data Gathers data and shares knowledge to inform team activities
• Considers the impact of decisions Asks questions to understand the impact of decisions for their objectives

Builds and Maintains Sustainable Partnerships:

• Builds partnerships Acts professionally with external partners
• Collaborates to deliver common objectives Works together with partners to deliver common goals

TERMS AND CONDITIONS

WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience.

Please visit http://www.wfp.org and click on: ‘Our work’ and ‘Countries’ to learn more about WFP’s operations.

Applicants must be:

• Be Korean Residents holding a valid passport and/or identity card, or a valid Resident Permit to work and live in the country.
• Reside within commuting distance (100-kilometer radius or distance that can be covered within 1.5 hours by car or public transport under average conditions of traffic, weather, and roads) to the office location at the duty station: #411, Woojeongwon(Bldg.153), Seoul National University, 1 Gwanak-ro, Gwanak-gu, Seoul, Republic of Korea.

DEADLINE FOR APPLICATIONS: 5 March 2023

Ref. VA No. 492387

WFP is committed to diversity and inclusion within its workforce, and encourages all qualified candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the selection & recruitment process, and for work-related needs upon joining the Programme. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. 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.

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