MSDI Business Support Assistant G2 (Help Desk and HQ Services)

We are seeking to fill the position of Business Support Assistant G2 (Help Desk and HQ Services) based in the MSDI Division at its Headquarters in Rome Italy.

Only General Service staff at HQ and Brindisi and TAUs on the roster are eligible to apply.

This vacancy has been cleared by the Redeployment Task Force (RTF) for internal advertising and open to TAUs on the roster for competitive selection. Colleagues on the redeployment list have been given priority consideration before wider circulation.

ORGANIZATIONAL CONTEXT

The United Nations World Food Programme is the worlds largest humanitarian agency fighting hunger worldwide. The mission of WFP is to end global hunger. 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.

The Management Services Divisions global service portfolio for WFP operations includes travel services for WFP employees delivering and maintaining the most fit-for-purpose facilities managing our pool of assets and providing infrastructure and emergency response capacity through sophisticated engineering services light fleet management and humanitarian accommodation - with admin field support available in all these areas. All this is delivered in line with WFPs corporate commitment to cost excellence and sustainability measuring and reducing our environmental impact in all that we do.

THE ROLE

The Business Support Assistant position is part of the HQ Services unit. This position will report directly to the HQ Services Team Leader and will be expected to deliver a range of routine business support tasks to ensure that HQ staff are effectively supported including reception 2020 helpdesk mail services and logistics mobility and other services to staff.

KEY RESPONSIBILITIES (not all-inclusive nor exhaustive):

• Collect sort and disseminate correspondence reports and other materials to meet the required demands of staff to time standards.

• Respond to simple routine queries with readily available support by senior staff and escalate where appropriate in order to provide a timely and accurate response to enquiries.

• 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.

• Assist in creating simple images or information using standardised templates such as graphs or tables to support the drafting of reports for staff.

OTHER POST REQUIREMENTS:

• Reception and Help Desk: deliver first-level support to staff and visitors.

• Welcome visitors and high-level delegations and route incoming and outgoing calls.

• Forward staff requests to the appropriate business unit and identify urgent cases to escalate to the supervisor.

• Manage work requests through ticketing systems such as EasyVista and Archibus.

• Run basic reports to identify recurring issues or malfunctions and inform the supervisor.

• Support with official shipments & logistics and mail diplomatic pouch couriers mail office operations official packages acceptance.

• Support with activities linked to the support services to WFP and staff provided by external vendors: Centralized Printing Services Centralized Stationery Orders Cafeterias Canteen Vending Machines & Water Dispensers Gym Service and Childcare Service Private Packages Lockers etc.

• Support Mobility Services: Shuttle Bus Services EV Charging Stations Monitor Public Transportation Limousine Services Official Vehicles Management.

Essential requirements:

• Fluent in written and spoken Italian.

• Speaking and writing clearly and effectively; listening to others; correctly interpreting messages from others and responding appropriately; demonstrating openness in sharing information and keeping people informed.

• Experience in customer services.

• Experience in interfacing with external service providers.

QUALIFICATIONS AND EXPERIENCE:

Education: Completion of secondary school education.

Experience: Two or more years of experience in relevant area.

Knowledge and skills:

• Ability to use standard office equipment such as photocopiers and scanners.

• Ability to follow standard business support processes and procedures.

• Knowledge of standard office software packages e.g. Microsoft word.

• Ability to provide information using courtesy and tact.

• Good attention to details.

Language: Fluency (level C) in English language is required.

SELECTION PROCESS

Only applications received in English will be considered.

Our selection process follows a structured approach and includes the following steps:

• Application to vacancy announcement

• A technical assessmentand competency-based interview will be usedto evaluate the roles essential requirements

• Background checks