WFP/UNHRD Brindisi – Business Support Assistant G4 (Admin)

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 local position of Business Support Assistant (Admin) G4 based in UNHRD Base in Brindisi, Italy.

Applicants must reside within commuting distance* to the office location in the duty station (WFP-UNHRD SP 96 (exSS 16); Km 906.8 (ex-USAF AB San Vito dei Normanni) 72100 Brindisi BR Italy) and must be residents of Italy and have legal papers to work and live in the country.

This vacancy announcement is being issued internally and externally.

ORGANIZATIONAL CONTEXT

UNHRD is an emergency preparedness and response tool for WFP and the wider humanitarian community.

The mandate of the UNHRD network is to assist the population living in countries affected by natural disasters or complex emergencies, through a prepositioning of relief and survival items and their rapid mobilization to the affected countries, on behalf of UN humanitarian agencies, governments, and intergovernmental and non-governmental organizations.

UNHRD manages five (5) strategically located hubs worldwide (Panama, Ghana, Italy, Malaysia, UAE) and holds stockpiles of emergency relief items and support equipment, including WFP corporate response stocks, currently valued at USD 50 million.

UNHRD offers several of its facilities for trainings and workshops. UNHRD Brindisi has a full training center for classroom trainings and workshops and is also equipped to provide facilities for simulation exercises. This position will be based in Brindisi, Italy, and will report to the UNHRD Brindisi Head of Admin unit/UNHRD Training focal point.

JOB PURPOSE

Under the direct supervision and guidance of the UNHRD Brindisi Head of Admin unit/UNHRD Training focal point, the Business Support Assistant (admin) will deliver a range of proactive and service-oriented business support tasks in line with UNHRD core activities to effectively support the team. The selected incumbent will assist in contributing to the timely, effective, and efficient planning, contracting, and execution of administrative tasks and training related services. The duties include but are not limited to: timely and accurate update of tracking sheets/databases, proper filing of documents and records (electronic and paper), liaising with internal and external parties to gather and share information and escalate when required, reviewing documentation and basic calculations, proofreading/formatting and preparing documents/correspondence using standard templates, supporting procurement activities.

The Business Support Assistant will be expected to engage with a range of internal and external interlocutors, to produce accurate and organized work, and to demonstrate good attention to detail, proactivity, and customer oriented skills.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)

1. Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
2. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
3. Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
4. Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
5. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
6. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
7. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
8. Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
9. Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential:

• Experience using internal systems, and/or Excel for data handling/verification to support the analysis and reporting of data/statistics
• Experience liaising with internal and external parties to collect and share information
• Experience supporting the drafting of routine correspondence/reports, etc.
• Experience supporting procurement processes
• Good communication, customer orientation, and attention to details skills

Desirable:

• Experience working in the humanitarian response
• Knowledge of ERP systems and specifically SAP software
• Experience supporting the organization of events/trainings (physical and remote)
• Some knowledge of the hospitality sector.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education.

Language: Fluency (Level C) in English.

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

Knowledge & Skills:

• 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.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention
• Ability to offer guidance or basic on-the-job training to more junior staff.

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR

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:

1. Italian nationals holding a valid passport and/or identity card.
2. EU citizens holding a valid passport and/or identity card; AND with confirmed registration from the Italian police authorities or Registrar’s Office (Anagrafe).
3. Non-EU citizens holding a valid Italian Resident Permit ie. Permesso di Soggiorno.
4. Applicants must reside within commuting distance to the office location in the duty station (WFP-UNHRD SP 96 (exSS 16); Km 906.8 (ex-USAF AB San Vito dei Normanni) 72100 Brindisi BR Italy) and must be residents of Italy and have legal papers to work and live in the country.

For more information on Italian protocol requirements, please refer to: http://www.poliziadistato.it/articolo/10930/

Please note that only CVs sent in English will be given due consideration.

Deadline for applications: 30 April 2023

Ref. VA: 805508

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