Business Support Assistant
Business Support Assistant
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Job Description
DEADLINE FOR APPLICATIONS
14 May 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: 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).
ORGANIZATIONAL CONTEXT
The United Nations World Food Programme (WFP) is the worlds largest humanitarian agency working to create a world with zero hunger.
As leading humanitarian organization saving lives and changing lives WFP delivers food assistance in emergencies and working with communities to improve nutrition and build resilience. WFP believes that individual and collective wellbeing can only be achieved if all children women and men get the nutritious food they need to lead healthy dignified lives.
Each year WFP assists 86.7 million people in 83 countries. Every day some 5600 WFPchartered trucks are on the road 92 planes are in the air and 20 ships are at sea. These numbers speak to WFPs unparalleled reputation as anemergency responder one that is often the first on the scene in the most difficult environments. WFP also works with partners to strengthen the resilience of communities most vulnerable to hunger and malnutrition through longterm development programmes aimed at boosting food security local economies education employment and gender equality. While hunger and malnutrition are the worlds largest solvable issues the needs are still immense and growing. 821 million people in the world suffer from chronic hunger.
The Private Partnerships and Fundraising Division (PPF) is responsible for engaging the private sector (corporations individuals foundations) through highimpact partnerships in support of WFPs strategic priorities and through individual giving to build and retain support from the general public worldwide. PPF has embarked on an exceptionally ambitious new strategyto raise an additional one billion dollars for hungry or malnourished people and to expand the contribution to WFP from the business sector through effective and sustainable longterm partnerships as well as from private individual supporters around the world. This includes securing new high impact technical partnerships signing significant new corporate deals and growing existing relationships as well as building a base of one million individual supporters. Our strategy and ambition are based on need. WFP was reaching more than 90 million people in 83 countries and we now know that we will be called on to reach many millions more as a result of the pandemic.
Joining PPF is an exciting opportunity for experienced professionals to codevelop and implement our new private partnerships and fundraising strategy.
THE ROLE
The Business Support Assistant will report to the Head of Operational Excellence & Special Assistant to the Director and will be responsible to deliver a range of business support processes and activities in the Front Office.
Working directly with the Deputy Director the Business Support Assistant will be a dynamic and highly motivated professional providing effective support on a daily basis: they will assist the Deputy in all the executive secretary aspects and will interact with a wide range of people within and outside the UN system.
The incumbent will be expected to produce organized and accurate work while adhering to deadlines and high standard of work to communicate effectively (verbal and written) and to display good teamwork client orientation and attention to detail skills to ensure support services to a wide range of individuals. The selected incumbent will have access to confidential information.
GENERAL RESPONSIBILITIES
Collect sort and disseminate correspondence reports and other material to meet the required demands of staff to time standards Respond to routine queries received and escalate where appropriate to provide a timely and accurate service to other offices and partners Proofread written documents such as standard reports and correspondence to contribute to the accuracy of written information developed by staff. Provide a set of standard business support activities where required to contribute to the effective functioning of business operations. Support the maintenance of office files documents and records in accordance with established systems and processes so that information is current and readily available for staff. Undertake standard data entry tasks in accordance with defined systems to ensure information is organised and readily available for the business team. Work with a variety of individuals taking on feedback where appropriate to assist in business support delivery for staff.
KEY RESPONSIBILITIES
Provide a full range of support and leads the overall functioning of the Deputys Office Act as main point of contact for the Deputy: both with staff and with selected leadershiplevel external partners Prioritize and review incoming documentation (thirdparty agreements Memos high level Briefings etc. with the aim of ensuring accuracy and conformity Maintain Deputys calendar and arrange meetings/teleconferences Handle Deputys registration to events and other tasks as appropriate Make travel arrangements for the Deputys duty travels Support the organization of highlevel events and internal trainings/workshops
DELIVERABLES AT THE END OF THE CONTRACT
- Timely and effective support in the full cycle of Front Office management
- Efficient coordination of Deputys daytoday operations
- Up to date and organized calendar and (confidential) data management
QUALIFICATIONS & EXPERIENCE REQUIRED
Education
- Completion of secondary school education
Work history
- Minimum of 3 years of relevant experience working in administration
Technical expertise
- Essential computer skills in Microsoft Office applications: proficiency in Word PowerPoint and Excel
Soft skills
- Highly organized with exceptional planning skills
- Ability to handle multiple tasks within deadlines and deliver on commitments
- Ability to take initiative to solve problems and seek solutions
- Work effectively in a multicultural environment and international organization
- Uses tact and courtesy to give and receive information with a variety of individuals (people oriented)
- Motivated team spirit and contributed to an inclusive and sound working environment (team player)
- Highly adaptable to change and comfortable dealing with ambiguity stress and competing demands with grace and humor
Language(s)
- Working knowledge (proficiency/FAO level C) of English
- Intermediate knowledge of another official UN language would be a plus.
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
