Business Support Assistant G3 Administration
Business Support Assistant G3 Administration
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Job Description
DEADLINE FOR APPLICATIONS
6 April 202523:59GMT01:00 Central European Time (Rome)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 or disability.
ABOUT WFP
The World Food Programme is the worlds largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace stability and prosperity for people recovering from conflict disasters and the impact of climate change.
At WFP people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse committed skilled and high performing teams selected on merit operating in a healthy and inclusive work environment living WFPs values (Integrity Collaboration Commitment Humanity and Inclusion) and working with partners to save and change the lives of those WFP serves.
To learn more about WFP visit our website: https://www.wfp.organd follow us on social media to keep up with our latest news: YouTube LinkedIn Instagram Facebook Twitter TikTok.
WHY JOIN WFP
WFP is a 2020 Nobel Peace Prize Laureate.
WFP offers a highly inclusive diverse and multicultural working environment.
WFP invests in the personal & professional development of its employees through a range of training accreditation coaching mentorship and other programs as well as through internal mobility opportunities.
A career path in WFP provides an exciting opportunity to work across the various country regional and global offices around the world and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).
JOB TITLE: Business Support Assistant (contracts)
TYPE OF CONTRACT: TAU G3
UNIT/DIVISION: Air Transport Unit Aviation Service (SCDA)/SCD
DUTY STATION (City Country): Rome Italy
DURATION: 06 months
BACKGROUND AND PURPOSE OF THE ASSIGNMENT:
Providing support to the Air Transport Unit (ATU) in order to ensure sound contract management practices and overall efficiency in Aviation contract activities.
In the performance of his/her function the Business Support Assistant Aviation (Contracts) reports directly to an Aviation Officer Air Transport Unit and functionally to the Head Air Transport Unit and is responsible for carrying out a range of duties including the following:
ACCOUNTABILITIES/RESPONSIBILITIES:
1. Liaising with Goods and Services on Global Jet A1 fuel to support procurement process.
2. Perform data entry for fuel uplift for verification.
3. Maintaining records for ground handling contracting.
4. Undertake standard data entry tasks in WINGs including for Long Term Agreements to be released by an Officer.
5. Creates purchase orders for Air Transport (POATs) linked to related Long Terms Agreements (LTVQ) and verify that hours contracted and expenditures are reported accurately.
6. Creates SESs once the relevant service is performed;
7. Follow up with country offices to provide funding codes for the monthly payments to operators.
8. Support the verification of supporting documents/invoices and prepares payment requests.
9. Identify discrepancies in consultation with service providers and present to responsible officer.
10. Maintains accurate excel spreadsheets on various records such as hours flown hours paid Non Mission Ready days and related penalty deductions for distribution to UNHAS officers and operators.
11. Assists Air Operators with the verification of hours flown and paid and provides feedback to responsible officer.
12. Maintain records of AURs for each country/aircraft on the shared unit hard drive and on the Teamwork Space platform.
13. Assists COs with the recovery of fuel and other miscellaneous expenses from Air operators by verifying invoices received and escalating to the responsible officer.
14. Retrieve information/data from internal system/database to support the creation of visualization material such as graphs tables preparation of reports etc..
15. Performs any other duties as formally requested.
DELIVERABLES AT THE END OF THE CONTRACT:
Assist with Fuel open releases for all aircrafts under Aviation global contracts.
Maintain tracking sheet of fuel information related to purchased quantity uplifted location and process supplier invoices.
PO creation and Release for LTVQ and LTAV.
LTA contract registration and follow up for release.
QUALIFICATIONS & EXPERIENCE REQUIRED:
Education:
Secondary School education
Experience:
At least three years of progressively responsible support experience including at least one year in the field of accounting transport insurance statistics operations or another related field.
Knowledge & Skills:
Knowledge: Experience utilizing computers including word processing spreadsheet and other software packages.
Desired competencies:
Ability to work in teams.
Ability to work with minimum supervision
Strong communication skills
Ability to present information clearly and concisely
Languages:
Working knowledge (Proficiency / Level C) of English. At least intermediate / Level B of another official language may be required.
WFP LEADERSHIP FRAMEWORK
WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.
Click here to access WFP Leadership Framework
REASONABLE ACCOMMODATION
WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation please contact:
NO FEE DISCLAIMER
The United Nations does not charge any application processing training interviewing testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee please disregard it. Furthermore please note that emblems logos names and addresses are easily copied and reproduced. Therefore you are advised to apply particular care when submitting personal information on the web.
REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION
We strongly recommend that your profile is accurate complete and includes your employment records academic qualifications language skills and UN Grade (if applicable).
Once your profile is completed please apply and submit your application.
Please make sure you upload your professional CV in the English language
Kindly note the only documents you will need to submit at this time are your CV and Cover Letter
Additional documents such as passport recommendation letters academic certificates etc. may potentially be requested at a future time
Please contact us at in case you face any challenges with submitting your application
Only shortlisted candidates will be notified
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.
Employment Type
Full-Time
