Business Support Assistant G4
OpenIGO
Pakistan, Islamabad
6d ago

Opportunities

  • Business Support Assistant (Programme) G4
  • Business Support Assistant (Programme) G4

    Organization : UN WFP - World Food Programme

    Grade : Administrative support, Administrative Services and Support - Generally no need for Higher Education

    Occupational Groups : Administrative support

    Administrative support

    Operations and Administrations

    Project and Programme Management

    Sustainable Business Development

    Sustainable trade and development

    Closing Date : 2019-09-15

    WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

    Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

    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

    This job is based in Country Office (CO) Islamabad, Pakistan and reports to SO Manager. At this level, work is carried out under minimal supervision.

    Job holder is expected to produce organized and accurate work, undertaking specific business support activities. The job holder may offer guidance on standard practices to more junior staff in their area of work.

    JOB PURPOSE

    To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.

    KEY ACCOUNTABILITIES (not all-inclusive)

    1. Gather information with clear direction to support the drafting of documents and preparing reports by other staff.

    2. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.

    3. Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.

    4. Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.

    5. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.

    6. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.

    7. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.

    8. Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.

    9. Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

    OTHER SPECIFIC JOB REQUIREMENTS

  • Receive, screen and log correspondence, reports, etc., and forward to the appropriate officer maintain a log in system and follow up to ensure that replies are timely or that action is taken within the established deadline
  • Screen, assess and refer telephone calls and enquires to appropriate staff provide information on a variety of questions such as the division’s programme and activities as well as sensitive information
  • Coordinate and expedite office wide responses to sensitive telephone and written enquires on behalf of the manager
  • Maintain the manager’s calendar and schedule appointments and meetings and make tentative appointments on his / her behalf brief the manager on matters to be considered prior to scheduled meetings.
  • Maintain and update the office’s filing and reference system including confidential files, performance evaluation reports, and disciplinary actions
  • Identify and extract information from various sources and prepare briefing notes and / or resume for inclusion in correspondence and reports draft moderately complex correspondence and review all outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to WFP procedures
  • Provide procedural advice to professional on office methods and procedures, and on the use of various computer programmes to improve the quality and efficiency of their work
  • Travel focal person for the staff and maintenance of supporting documents (TRIP, TEC, DSA, Charge Codes, Security Clearance, Claims, Accommodations);
  • Focal person for stationary and supplies;
  • Prepare and track staff quarterly leave plans;
  • Focal point for official events, workshops and training arrangements;
  • Maintain attendance and leave records of staff
  • STANDARD MINIMUM QUALIFICATIONS

    Education : Completion of secondary school education, supplemented by technical or university courses preferably in Management Sciences, Finance, Accounting

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

    Knowledge & Skills :

  • Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
  • Knowledge of work routines and methods in order to complete processes under minimal supervision.
  • Uses tact and courtesy to give and receive information to a wide range of individuals.
  • Ability to identify data discrepancies and rectify problems requiring attention.
  • Ability to offer guidance or basic on-the-job training to more junior staff.
  • Language : Fluency in both oral and written communication in the English and Urdu.

    DEADLINE FOR APPLICATIONS

    Deadline for applications is 15 September 2019.

    Qualified female applicants are especially encouraged to apply

    WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV / AIDS status.

    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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