WFP Global Office Washington – 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, color, 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, based in WFP Global Office, Washington D.C.

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

Please note that this is a local recruitment. Candidates must be US Residents and/or have a legal work permit there. In addition, candidates must reside within commuting distance to the location of the office in the duty station Washington, USA (750 17th Street, NW, Washington, DC 20006) at the time of application or, if not residing within commuting distance at the time of application, candidates must be willing to relocate to Washington, DC, USA 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 Washington, DC, USA.

ORGANIZATIONAL CONTEXT

The World Food Programme (WFP) is the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering form conflict, disasters, and the impact of climate change. With headquarters in Rome, Italy, WFP has 23,500 staff worldwide and assisted 158 million people in 2022. The Washington Office (WAS) aims to maximize resources from the US Government and private sector, to mobilize and lead the processing of contributions. In 2022, WAS managed US$7,309 billion contribution, being over 50 percent of global contributions to WFP in the year. WAS will continue to focus on optimizing resources and contribute significantly to meet the food needs of the most vulnerable around the world.

The changing partnership environment within which WAS works demands an agile, efficient, and accountable global office that optimizes the effectiveness of its response to best serve the organization and those in need. This is particularly imperative in the context of WFP’s growing operational footprint in response to the increased global needs, increasing levels of resources from the US Government to WFP, and the need to ensure WAS capacity to respond to increased demand commensurate with the increasing levels of funding effectively and efficiently.

JOB PURPOSE

Under the general supervision of the Deputy Director of the Washington Office, the Business Support Assistant will be reporting to the Administrative Team Lead. The Business Support Assistant will be required to support the delivery of high quality, specialized and/or standardized administrative and human resources (HR) related processes and activities to contribute to the successful and effective delivery of administrative services in Washington office.

The selected incumbent will provide support in the following areas, including but not limited to: budget monitoring/tracking, financial and accounting, monthly and yearly reconciliation of accounts, processing payments, organization of meetings and events (physical and virtual), including preparing agendas, presentations, briefing notes/minutes, travel arrangements, procurement of goods and services, HR recruiting and contracting, data gathering, verification and reporting, contributing ideas for improvement, etc.

The selected incumbent will liaise with external service providers and suppliers, as well WFP internal parties, to collect/share information as well respond to routine queries and escalate to whenever required to collect/share information, respond to routine queries and escalate whenever required.

The Business Support Assistant must possess excellent communication, attention to details, teamwork, and interpersonal skills, and demonstrate the ability confidently and effectively interact with a range of individuals while displaying confidentiality and discretion.

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 the monitoring budget and financial commitments/expenditures.
• Experience working with Microsoft Office Suite, especially with Excel for data extraction, analysis, and reporting.
• Experience providing administrative support.
• Good proactivity, communication, problem solving and ability and flexibility to work in tight deadlines.

Desirable:

• Experience working with ERP systems (specifically SAP Software), Microsoft 365, including Teams, SharePoint, and OneDrive.
• Experience interacting with external parties.
• Experience dealing with travel arrangements and procurement of goods and services.

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 general administrative work.

Language: Working knowledge (proficiency/FAO level C) of English.

Knowledge and 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.
• Ability to monitor and record financial transactions.
• 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:

• US Residents holding a valid US passport or a valid Permanent Resident Card/Green Card; and
• 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 located at 750 17th Street, NW, Washington, DC 20006 at the time of application or, if not residing within commuting distance at the time of application, candidates must be willing to relocate to Washington, DC, USA 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 Washington, DC, USA.

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

DEADLINE FOR APPLICATIONS: 1 June 2023

Ref. VA No. 827210

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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