WFP Global Office London – 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, 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 Assistant G5, based in our WFP Global Office London, United Kingdom.

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

Please note that this is a local recruitment. Applicants must reside in UK, within commuting distance* to the office location in the duty station London, UK (10 Furnival Street, EC4A 1AB London) at the time of application and must be UK residents holding a valid UK passport and/or identity card, or have legal papers to live and work in the country. If not residing within commuting distance at the time of application, candidates must be willing to relocate to London, 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 London, UK.

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 objective of the London Office is to create an enabling environment for fundraising and to raise the profile of WFP in the UK. The team’s work is focused on building and maintaining partnerships with a range of public sector actors. The mandate of the London Office was expanded last year, and so was the team. Much of the outreach is to new partners and this office has a start-up quality to it. The new stakeholders include think tanks and academia, parliamentarians, government departments and the media.

JOB PURPOSE

The Business Support Assistant will report to the Director of the WFP London Office and will provide overall business and administrative support to facilitate effective service delivery. The selected incumbent will be responsible for all business support activities (finance, administration, human resources, travel, and procurement) and will provide basic support in IT in coordination with WFP Headquarters. As part of his/her duties, the selected incumbent will be required to interact in a professional manner with a range of external and internal interlocutors including in WFP HQ. The Business Support Assistant must be able to work under minimal supervision ensuring discretion and confidentiality at all times, to produce accurate and organized work, and to demonstrate good client orientation, teamwork, and attention to details skills to ensure adherence to policies and guidelines and support services to a wide range of individuals.

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)

Essentials:

• Experience supporting travel, procurement, financial and HR (recruitment/ contracting of staff) tasks
• Experience updating and maintaining database/tracking sheet and maintaining filing systems (electronic and paper copy)
• Good communication, client orientation and teamwork skills.
• Good knowledge of Microsoft Office Suite, especially Word, Excel and Powerpoint

Desirables:

• Experience using ERP systems (specifically SAP Software), Microsoft 365, including Teams, SharePoint and OneDrive.
• 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.

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

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

Knowledge & 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

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 the following website 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:

• UK Residents holding a valid UK passport and/or identity card or have legal papers to live and work in the country; and
• *Reside in UK, within commuting distance (100-kilometer radius 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 10 Furnival Street, EC4A 1AB London. If not residing within commuting distance at the time of application, candidates must be willing to relocate to London, UK, 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 London, UK.

Please note that only applications submitted in English will be considered.

Deadline for applications: 20 November 2022

Ref. VA: 178145

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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