Business Support Assistant (Admin)- SC4, Islamabad (4 Positions)

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WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

ABOUT JOB

Job Title: Business Support Assistant (Admin)

Grade: SC4

Type of contract: Service Contract

Salary: Starting at PKR 126,000 per month

Duration: 12 Months

Duty Station: Islamabad

Number of Postions: 04

Vacancy Number: 827305

Date of Publication: 29 May 2023

Deadline of Application: 11 June 2023

This vacancy announcement is for Pakistani Nationals.

Note: This vacancy announcement will also be used to build a roster of prequalified applicants for future opportunities within same job profile at the current or lower level in Pakistan.

TERMS AND CONDITIONS

WFP offers a competitive benefits package including salary, pension, leave plus a medical insurance.

Remote work may be possible depending upon the operational requirements of the Programme. Requests are assessed on a case-by-case basis, taking into account the personal circumstances of the requestor given the operational situation.

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

Coordinate & supervise a wide range of actions related to fleet management tasks of the office and maintain controls.

Perform/Supervise activities related to management of driver, vehicles

Prepare and/or provide substantive input in the production of complex reports or other papers in the area of activity

Provide assistance in managing FMS or other documentation relevant to the area of work including technical input, and review correspondence or information materials drafted by other staff.

Evaluation, develop and recommend business procedures. Participate in discussions on new/revised procedures & practices, interpret and assess the impact of changes and make recommendations on how to improve processes.

Support to asset focal person in receiving the shipments & dispatching the assets.

Identification of exact location of assets by proper marking & enlisting.

Complete tracking of assets within the office by physical verification.

Assist national travel manager in arranging domestic air tickets and process travel authorisations in WeTravel/WINGS as per travel guidelines.

Process travel expense claims as per travel guidelines and coordinate with finance unit for disbursement of DSA & Advances.

Provide assistance to protocol manager to process NOCs for international staff through MOFA.

Coordinate with embassies/MOFA for all protocol matters.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education and university degree in Business Administration, Public administration, management, accounting, commerce or closely related field.

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:

General Service: Fluency in both oral and written communication in English and local language in use at the duty station.

HOW TO APPLY

To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). Only short-listed candidates will be contacted.

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.

Request for Disability related Reasonable Accommodations:

It is important to WFP to create an accessible and inclusive workplace for everyone. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and hiring process, please direct your request and inquiries to the Diversity and Inclusion team on: global.inclusion@wfp.org, cc’ing pakistan[email protected]. A member of the reasonable accommodation team will contact you to

confidentially discuss your needs.

This email is only to be used for any disability related accessibility requirements, and not for sending the application itself. Due to volume of applications, any applications or CVs sent through this email address will not be considered as a formal application and will not receive a reply from WFP.

ABOUT WFP

The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience.

ORGANIZATIONAL CONTEXT

These jobs are based in Country office, Islamabad. Job holder may either perform administrative support functions in the front office and report to the Business Support Associate/Fleet manager, Head of unit or the designate.

At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.