WFP Global Office Belgium – Business Support Associate G6

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 Associate G6, based in the WFP Global Office Belgium located in Brussels, Belgium

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

Please note that candidates must be resident of the country (Belgium), have a legal work permit there, and must reside within commuting distance to the location of the office in the duty station (Rue d'Arlon 80, 1040 Brussels, Belgium ) at the time of application. If not residing within commuting distance at the time of application, candidates must be willing to relocate to Brussels, Belgium 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 Brussels, Belgium.

ORGANIZATIONAL CONTEXT

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In 2020 the World Food Programme was awarded the Nobel Peace Prize for its efforts to combat hunger and its contribution to bettering conditions for peace in conflict-affected areas.

The main objective of the Brussels’ office is to support WFP country offices, regional bureaux and HQ divisions in mobilizing funds from the EU and the Belgian government. It is achieved by establishing and fostering partnerships with a number of EU and Belgian institutions as well as providing technical support to WFP offices during the negotiation, formulation and management of EU and Belgian contracts.

JOB PURPOSE

Under the overall supervision of the Director and the direct supervision of the Deputy Director, the Business Support Associate will work as a member of the front office team providing overall administrative support to the WFP Office in Brussels and visiting staff. The Business Support Associate will be responsible to coordinate and facilitate a full range of business support services ensure that services are delivered effectively. The position includes routine and complex support tasks, including but not limited to: administration, travel, Human Resources, drafting of documents/reports, events/meetings planning (virtual and in person). The selected incumbent will support the planning, monitoring, and reconciling of the budget, as well financial expenditures/reports, and will suggest areas of improvement to systems, tools, procedures, and services.

The Business Support Associate will be required to demonstrate judgment in dealing with unforeseen problems on a daily basis and to demonstrate strong organization, confidentiality, and proactivity skills while being a team player able to confidently and effectively communicate with a range of individuals. The ideal candidate should have good customer service with a ‘can-do’ positive attitude and a strong commitment to the purpose and values of WFP.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)

1. Provide dedicated executive assistant support.
2. Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.
3. Actively seek and use feedback to improve business processes and procedures.
4. Respond to complex business support queries in order to provide a timely and accurate resolution of enquiries for clients.
5. Oversee the maintenance of records and databases to ensure information is organised and readily available for staff and compliant with all relevant regulations and policies.
6. Revise and review correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards.
7. Assist managers in planning, monitoring and reconciling budget(s) to ensure that planned financial resources are used effectively.
8. Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.
9. Provide a full range of complex business support services to staff to contribute to the effective functioning of business operations.
10. Provide advice, support and/or training to junior support staff in the provision of business support services, in order to support their learning in providing business support.
11. Coordinate tasks of junior colleagues to ensure support services are delivered consistently and to the required standards.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

ESSENTIALS:

• Experience in processing/providing administrative support to managers including protocol assistance, travel, preparation/proofreading of correspondence, and human resources (recruiting, contracting and onboarding).
• Experience supporting and/or coordinating financial services such as processing of payments/ VAT reimbursements, recording of financial transactions, financial reporting/statements, budget and bank reconciliations, budget preparation and funds monitoring.
• Experience organizing events/meetings with internal/external participants/organizations (virtual and in person).
• Experience maintaining/overseeing the maintenance of records and monitoring/verification of data in internal databases/systems using.
• Good knowledge of Microsoft Office Suite.
• Good communication, prioritization, client orientation, teamwork and confidentiality skills.

DESIRABLE:

• Experience in supporting, and/or training others, as well as coordinating resources and organizing own work.
• Experience interacting and providing support to internal and external parties/stakeholders Knowledge of ERP systems and specifically SAP Software.
• Experience working in a United Nations common system, international organization or non-governmental organization.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education.

Experience: Six 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. Intermediate level of French (level B) is an advantage.

Knowledge & Skills:

• Specialised knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.

• Good communication skills in order to provide specialised business support services to a wide range of individuals.

• Ability to analyse and interpret financial data and monitor budgets.

• Ability to proactively identify and recommend areas for improvement to the design and delivery of specialised services.

• Ability to build relationships with a variety of individuals across functions.

• Experience in coordinating the work of others and self and training and supporting others.

• Ability to maintain confidentiality.

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:

• Be Belgium Resident 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 (Rue d'Arlon 80, 1040 Brussels, Belgium).

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

DEADLINE FOR APPLICATIONS: 22 June 2023

Ref. VA No. 827625

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, 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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