WFP Innovation Accelerator – Business Support Assistant G3 (Events and Office Coordination)

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 Short-Term position (11 Months) of Business Support Assistant G3 (Events and Office Coordination) in the WFP Innovation Accelerator (INKA) based in Munich, Germany.

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

Please note that this is a local recruitment. Candidates must be residents of Germany and have a legal work permit there. In addition, candidates must reside in Germany, within commuting distance to the location of the office in the duty station Munich, Germany (Buttermelcherstrasse 16, 80469 München) at the time of application or, if not residing within commuting distance at the time of application, candidates must be willing to relocate to Munich, Germany at their own cost before taking up the assignment. WFP shall not be responsible for any costs associated with such relocation nor shall WFP assist or otherwise be involved in obtaining residency status or legal work permits. Preference will be given to candidates who reside within commuting distance of Berlin, Germany.

ORGANIZATIONAL CONTEXT

The World Food Programme (WFP) is the United Nations frontline agency fighting hunger. WFP reaches more than 100 million people every day – delivering food assistance in emergencies and working with smallholder farmers, communities, and governments to improve nutrition and build resilience.

The WFP Innovation Accelerator was named by Fast Company as Most Innovative Non-Profit Organization 2021 for its work in identifying, nurturing, and scaling disruptive start-ups and innovations to end global hunger. Based in Munich, Germany, the Innovation Accelerator provides WFP employees and start-ups with funding, hands-on support, and access to WFP’s global operations. Through the Accelerator, WFP is leveraging unprecedented advances in digital innovation – such as mobile technology, artificial intelligence, and blockchain – and new business models to transform the way it serves vulnerable communities across the world. In 2021, Accelerator supported innovations that positively impacted the lives of 9 million people globally. Most recently, the Accelerator runs programs for external partners such as the Bill & Melinda Gates Foundation and others.

More information here: http://innovation.wfp.org and https://youtu.be/OnKkQlRdh2c

JOB PURPOSE

The Business Support Assistant will report to the Head of Business Operations and will be expected to deliver a range of business support activities to ensure effective delivery of timely and quality services. The selected incumbent will act as receptionist of the office building, provide business and office administrative support including but not limited to travel, procurement and events organization, maintenance of office files and records, etc.

The Business Support Assistant will be required to produce accurate and organized work and demonstrate good teamwork, proactiveness and communication skills while working in a multicultural environment with individuals of different races, cultures, and backgrounds.

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 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 organized and readily available for the business team.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential:

• Some experience in general administrative work.
• Some experience supporting travel arrangements, including flights/hotel bookings and protocol support.

Desirable:

• Some experience supporting the organization of events (on-site and virtual events).
• Some knowledge of procurement processes.
• Some experience creating and maintaining filing structures and electronic records.
• Some experience supporting the preparation of correspondence, information/ communication materials.
• Some experience liaising with internal and external stakeholders/entities for sharing and collating information
• Some experience supporting the preparation of correspondence, information/communication materials
• Experience working in a United Nations common system, international organization or non- governmental org

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education.

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

Language: Fluency in both oral and written communication in English (Level C) and German (Level B).

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners.
• Knowledge of standard office software packages, e.g. Microsoft Word.
• Ability to follow standard business support processes and procedures.
• 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 an attractive compensation and benefits package, including a competitive salary package (https://www.un.org/Depts/OHRM/salaries_allowances/salaries/germany.htm), pension plan, medical insurance and paid leaves.

Please visit the following websites for detailed information on working with WFP. http://www.wfp.org Click on: “Our work” and “Countries” to learn more about WFP’s operations.

Applicants must be:

• Be German 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 ((Buttermelcherstrasse 16, 80469 München). If not residing within commuting distance at the time of application, candidates must be willing to relocate to Munich, Germany at their own cost before taking up the assignment. WFP shall not be responsible for any costs associated with such relocation nor shall WFP assist or otherwise be involved in obtaining residency status or legal work permits.

Please note that only applications submitted in English via WFP careers web site will be considered.

Deadline for applications: 30 April 2023

VA 765564

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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