Business Support Assistant (Engineering) – SC5, Islamabad
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WFP encourages female candidates and people with disabilities to apply.
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.
ABOUT JOB
Job Title: Business Support Assistant (Engineering)
Grade: SC5
Type of contract: Service Contract
Duration: 12 Months
Salary: Starting from PKR 180,000/- per month
Duty Station: Islamabad
Vacancy Number: 828628
Date of Publication: 01st August, 2023
Deadline of Application: 14th August, 2023
This vacancy announcement is for Pakistani nationals only.
Note: This vacancy announcement will also be used to build a roster of prequalified applicants for future opportunities within same job profile at the current or lower level in Pakistan.
TERMS AND CONDITIONS
WFP offers a competitive benefits package including salary, pension, leave plus a medical insurance.
*Remote work if applicable or/FWA until return to office or travel is possible due to covid-19 restrictions.
JOB PURPOSE
This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment, deliver a wide range of business support processes and activities related to engineering team and to facilitate effective service delivery.
KEY ACCOUNTABILITIES (not all-inclusive)
The Business Support Assistant will be responsible for the following:
Administrative Support:
• Maintain and organize engineering unit records, including project files, technical documentation, and correspondence.
• Coordinate meetings, workshops, and events, including scheduling, preparing agendas, and taking minutes.
• Assist in managing the engineering unit's calendar, appointments, and travel arrangements.
• Prepare reports, presentations, and other relevant documents as required.
• Receive estimates from the engineers, generate PRs in the system and follow up with procurement for PO issuance and record keeping.
• Prepare and distribute internal announcements, memos, and notifications related to engineering projects and activities.
• Assist in drafting and reviewing correspondence, reports/NFRs, and minutes of meeting, maintaining accuracy and professionalism.
Procurement & Financial Controls:
• Coordinate with the Procurement Unit to facilitate the issuance of timely Purchase Orders (POs) for engineering projects.
• Collaborate with the Procurement Unit to monitor the status of POs, track deliveries, and address any procurement-related issues.
• Provide support in the verification and reconciliation of invoices, ensuring accurate and timely payments to suppliers and contractors.
• Collaborate with the Finance team to reconcile financial data and maintain accurate project financial records.
• Assist in financial control and budget monitoring for engineering projects and support the preparation of project budgets and financial forecasts.
• Assist in compiling financial records and documentation for projects, including invoices, receipts, and supporting documents.
• Coordinate with the Finance team to ensure timely processing of invoices related to engineering projects.
• Provide assistance in the preparation of financial reports and contribute to financial analysis.
• Support in preparing financial reports and statements for project-related activities.
• Assist in financial analysis, including budget tracking, expenditure monitoring, and variance analysis.
• Have knowledge about bank and insurance guarantees, can verify if the guarantees submitted by the vendors are correct, maintain a record for the validity of the guarantees and inform the vendors timely in case any extension in date of the guarantee is required.
• Maintain effective communication and collaboration with the Finance team to address any financial-related queries, discrepancies, or reporting requirements.
Documentation and Reporting:
• Ensure proper documentation of project progress, milestones, and outcomes.
• Maintain accurate records of progress reports, inspection reports, test reports, invoices, retentions, bank/insurance guarantees and any other project related documentation both in hard and soft form.
• Maintain confidentiality and integrity of sensitive information related to engineering projects.
STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE
Education: Bachelor's degree in engineering, business administration, social sciences, or a related field.
Experience: Minimum five years of progressively responsible work experience in providing administrative or operational support in an engineering or technical environment.
Knowledge & Skills:
Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills, including report writing and presentation abilities.
• Proficiency in using MS Office applications (Word, Excel, PowerPoint) and project management software.
• Attention to detail, with a focus on accuracy and quality in all tasks performed.
• Ability to work independently as well as collaboratively in a team environment.
• Strong problem-solving and decision-making skills.
• Knowledge of engineering principles and terminology is preferred.
• Knowledge of specialized common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals 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.
• Ability to maintain confidentiality.
Language: Fluency (level C) in English language is required.
All WFP Employees are expected to demonstrate the competencies and standards of behavior aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:
Leading by example with integrity,
Driving results and delivering on commitments,
Fostering inclusive and collaborative teamwork,
Applying strategic thinking,
Building and maintaining sustainable partnerships.
HOW TO APPLY
To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). Only short-listed candidates will be contacted.
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
Request for Disability related Reasonable Accommodations:
It is important to WFP to create an accessible and inclusive workplace for everyone. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and hiring process, please direct your request and inquiries to the Diversity and Inclusion team on: global.inclusion@wfp.org, cc’ing pakistan.hr@wfp.org. A member of the reasonable accommodation team will contact you to confidentially discuss your needs.
This email is only to be used for any disability related accessibility requirements, and not for sending the application itself. Due to volume of applications, any applications or CVs sent through this email address will not be considered as a formal application and will not receive a reply from WFP.
ABOUT WFP
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.
ORGANIZATIONAL CONTEXT
This position will be based in Islamabad and Job holders performing front office management functions will report to the Lead Engineer, providing administrative and operational support to ensure smooth functioning of day-to-day activities of the team.
The job holders are expected to take responsibility for completion of
a range of business support activities requiring some interpretation of standard guidelines/practices. Job holders may recommend a course of action to staff at various levels.
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WFP is committed to diversity and inclusion within its workforce. 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.
