Business Support Assistant G5
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WFP encourages female candidates and people with disabilities to apply.
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.
Job Title: Business Support Assistant (Administration)
Grade: GS5
Type of contract: Fixed Term
Duration: 12 months
Duty Station: Suva, Fiji
Vacancy Number: 712492
Date of Publication: Thursday 30 March 2023
Deadline of Application: Sunday 16 April 2023
BACKGROUND AND PURPOSE OF ASSIGNMENT
The Business Support Assistant (Administration) position will be based in the Support Services Unit and reports to the Finance & Administration Officer. The incumbent will assist the administration team in providing a range of services to include facility management, light vehicle management, asset management, micro-procurement, travel, and any other related duties as required to deliver standard business support processes in the area of responsibility to facilitate effective service delivery.
KEY ACCOUNTABILITIES/RESPONSIBILITIES (not all-inclusive)
The staff will be responsible for the following:
- Be a first point of contact for internal administration queries, to facilitate the provision of efficient and effective resolution.
- Initiate requisitions and micro purchase order for goods and services ensuring correct objects of expenditure and availability of funds.
- Assist the office in organization of events, conferences, and workshops. This includes but is not limited to making travel arrangements, processing of daily subsistence allowance & travel expense claims.
- Focal point for fleet management system ensuring fleet data is updated on the Fleet Portal monthly. In addition, work closely with the office driver for weekly vehicle inspections and reporting any issues to the Administration Officer or the Country Director.
- Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
- Assist the administration unit in following up with confirmation of service deliveries, invoices and closing of open items to allow for smooth monthly financial closures. Process timely Service Entry Sheets and/or Goods Receipt Note in the system.
- Respond to queries and escalate where applicable, in order to provide a timely and accurate service to clients.
- Provide revision and proof-reading services for standard documents such as Note for Records and Summary of Quotations, to contribute to the development of accurate documentation and processing.
- Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
- Maintain office inventories and stock of office supplies.
- Identify discrepancies in statistics and data, such as missing information, and report to Administration Officer to ensure appropriate actions are taken and timely decisions made. Maintain data integrity in the area of responsibility to facilitate availability of accurate information in corporate systems.
- Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
QUALIFICATIONS AND EXPERIENCE REQUIRED
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 general administrative work.
- 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.
Desirable:
- Prior work experience in providing similar support to programmes and projects within the United Nations and/or an International Organization is desirable.
- General knowledge of WFP programs will be an advantage.
Language:
- Proficiency in both oral and written communication skills in English.
HOW TO APPLY
To be considered, interested candidates are invited to apply via ( https://www.wfp.org/careers/job-openings.
Only short-listed candidates will be contacted.
We want to ensure the recruitment process is fully accessible. Please contact us at Bangkok.Recruitment@wfp.org to advise us of any accessibility needs you may have.
ABOUT WFP
The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience.
ORGANIZATIONAL CONTEXT
WFP is committed to diversity and inclusion within its workforce. 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.
All WFP Employees are expected to demonstrate the competencies and standards of behaviour aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:
• Leading by example with integrity,
• Driving results and delivering on commitments,
• Fostering inclusive and collaborative teamwork,
• Applying strategic thinking,
• Building and maintaining sustainable partnerships.
