WFP Global Office Seoul – Business Support Assistant G3

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 G3 , 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 in Seoul, Republic of Korea, 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

Reporting to the Director of the Seoul Global Office for procurement matters with guidance from Finance, HR, and Admin Officer, the Business Support Assistant will be responsible to deliver a range of routine business support tasks to ensure that staff are effectively supported. The selected incumbent will provide support with the following duties including but not limited to : procurement and travel processes/requests, timely and accurate update of various tracking sheets such as list of vendors/service provides, filing of documents and records (electronic and paper), routine communication with internal and external parties to respond to queries, collect and share information. In addition, the incumbent will provide support with the necessary administrative support such as arranging regular office cleaning, purchasing office stationery, maintaining the office equipment and facility, answering and responding to phone calls and e-mails received in WFP Seoul Office’s number or email address with due care when needed.

The Business Support Assistant must be able to produce accurate and organized work, and have good communication, teamwork, and attention to details skills to ensure support services to a wide range of individuals, while ensuring confidentiality and discretion.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)

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. Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff.
4. Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.
5. Make travel arrangements and support events, etc., to support staff to work effectively.
6. 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.
7. Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential:

• Some knowledge of the procurement principles and processes.
• Some experience dealing with travel arrangements including flight booking, hotel, visa, etc.
• Some experience in administrative support.
• Some knowledge of standard Microsoft office software packages.
• Some experience creating and maintaining filing structures and electronic records.
• Good communication, attention to detail and client orientation skills.

Desirable:

• Previous work experience in a United Nations common system, international organization or non-governmental/ public/ private organization.
• Experience interacting with internal and external clients for sharing and collating information.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education.

Experience: Three or more years of experience in general administrative work.

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

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners.
• Ability to follow standard business support processes and procedures.
• Knowledge of standard office software packages, e.g. Microsoft word.
• Ability to provide and receive information using courtesy and tact.
• Ability to work to deadlines and follow clear instructions.

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR as outlined in the Generic Job Profile ‘Business Support Assistant G3’ 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.

Please note that only applications submitted in English via the WFP Career website will be considered.

DEADLINE FOR APPLICATIONS: 23 April 2023

Ref. VA No. 747333

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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