WFP seeks to recruit a Senior Business Support Associate G7 (105319)-Juba
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VACANCY ANNOUNCEMENT NUMBER 105319
POSITION TITLE: SENIOR BUSINESS SUPPORT ASSOCIATE
POSITION GRADE: G7
CONTRACT TYPE: FIXED TERM
CONTRACT DURATION: 12 MONTHS RENEWABLE
DUTY STATION: JUBA
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
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Executive staff in HQ and Regional Directors in RB. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit or Chief.
At this level job holders have independent responsibility for technical, specialised work including planning, organisation and coordination, and setting objectives. They deal with a variety of complex issues that are often undefined and involve areas of uncertainty and complex inter-relationships. The instructions received are broad and the job holders are expected to consistently demonstrate a high degree of responsibility and initiative to respond independently to queries. They have a level of expertise and knowledge to adapt and develop systems and processes in order to continually improve the level of support provided. They are expected to motivate and develop a team of support staff and/or are responsible for specialised support service(s) where the work is undertaken with the help of specially designed techniques, methods and processes.
Job purpose
To lead a full range of business support services for a specific professional area of work, to ensure that services are delivered effectively.
Key accountabilities(not all-inclusive)
- Provide dedicated executive assistant support.
- Coordinate and provide a full range of support services including follow-up actions, resolution of issues and unforeseen situations, for the effective functioning of business operations.
- Coordinate and supervise work of other support staff, and support their learning and development, to ensure staff possess up-to-date knowledge of systems and procedures required to perform their duties.
- Regularly monitor, oversee and adapt existing procedures and collaborate with a wide range of stakeholders across the organisation to identify, assess and meet evolving business needs.
- Manage office communications and act as an escalation point for complex business queries, to ensure priorities and urgent matters are identified and addressed, and that consistent and quality services are delivered to clients.
- Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.
- Manage and monitor a variety of complex correspondence and documentation to ensure appropriate prioritisation, routing, and that established deadlines are met; review documents and materials prepared by other staff for quality assurance and meeting established deadlines.
- Monitor and evaluate budget(s), to ensure that planned financial resources are used effectively.
- Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.
- Coordinate and oversee the maintenance of records and databases, to ensure information is well organised and readily available for staff.
- Collaborate with a wide range of individuals to understand business needs and respond efficiently.
- 4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People
- Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
Partnership
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
Standard minimum qualifications
Education:
Completion of secondary school education. A post-secondary certificate in the related functional area.
Experience:
Seven or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Knowledge & Skills:
• In-depth knowledge of common business principles and processes, practical business support methods, procedures and systems used in area of work, gained through specialised training and work experience.
• Excellent communication skills to collaborate with a wide range of individuals in order to provide comprehensive support service provision.
• Ability to analyse and interpret financial data and monitor budgets.
• Ability to carry out complex data analysis to identify process improvements.
• Experience in supervising, supporting, and/or training others, as well as coordinating resources and organising own work.
• Ability to assert opinions and persuade others by developing logical and well-reasoned arguments.
• A high sense of confidentiality.
Language:
General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.
General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.
Terms and conditions
This position is open to south sudanese nationals only.
Deadline for applications :27 may 2019