Business Support Assistant (Administration), SSA-3, | Manila and Cotabato

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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 United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate. We are the world’s 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.

The World Food Programme’s engagement in the Philippines is constantly evolving. Initially commencing operations in the 1960s, WFP officially re-established its presence in 2006 to support the peace process in Mindanao, to provide life-saving food assistance in emergencies and to develop programmes that seek to improve nutrition and the overall quality of life of vulnerable people.

Since 1 July 2018, WFP has been implementing a five-year Country Strategic Plan (CSP 2018-2023) to support the Government of the Philippines to address food insecurity, reduce malnutrition and build the resilience of vulnerable populations. In its strategic plan, WFP identified four outcomes and five main activities:

• Strategic outcome 1: Crisis-affected people in the Philippines are able to meet their food and nutrition needs during and immediately after an emergency. • Strategic outcome 2: Women, boys and girls in provinces prioritized by the Government have adequate and healthy diets to reduce malnutrition by 2022 in line with government targets. • Strategic outcome 3: Vulnerable communities in Mindanao have improved food security and nutrition by 2022 in line with government targets. • Strategic outcome 4: National and local government agencies have enhanced capabilities to reduce vulnerability to shocks by 2022.

VA Details

JOB TITLE: Business Support Assistant (Administration) TYPE OF CONTRACT: Special Service Agreement JOB GRADE: SSA-3 UNIT/DIVISION: Resource Management Unit DUTY STATION (City, Country) Manila, Philippines (1), Cotabato, Philippines (1) DURATION: 11 months

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. Completion of Bachelor’s Degree in Business Administration or other relevant field is preferred.

Experience: Three or more years of experience in general administrative work.

Language: Fluency in both oral and written communication in English and Filipino.

ORGANIZATIONAL CONTEXT

The Business Support Assistant (Administration) will provide administrative support to team(s) and/or support a specific business stream, and will be directly reporting to the Administration Assistant, with over-all supervision of the Head of Resource Management Unit. At this level, work is carried out under close supervision or immediately available assistance. Job holders are expected to produce organised and accurate work.

JOB PURPOSE

To deliver a range of routine business support tasks, to ensure that staff are effectively supported.

KEY ACCOUNTABILITIES (not all-inclusive nor exhaustive)

Within the assigned unit and delegated authority, the Business Support Assistant (Administration) will be responsible for the following duties:

1. Collect, sort, and disseminate correspondence, reports, and other material to meet the required demands of staff to time standards.
2. Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients.
3. Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff.
4. Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.
5. Make travel arrangements and support events, etc., to support staff to work effectively.
6. 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.
7. Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team.

OTHER POST REQUIREMENTS:

Provide support to Resource Management Unit on administrative matters, including but not limited to Micro Purchases, Travel, Premises, Assets, Fleet, Visibility and Office Supplies Management. Fulfill the duties of the office receptionist, reporting to the office on a daily basis.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Ability to use standard office equipment such as photocopiers and scanners. • Knowledge of standardised business support work routines and methods. • Knowledge of standard office software packages, e.g. Microsoft Office. • Uses tact and courtesy to give and receive information with a variety of individuals. • Good attention to detail in order to identify data discrepancies. • Ability to work to deadlines and follow clear instructions.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Builds an understanding of WFP’s Strategic Objectives.
• Be a force for positive change: Approaches individual tasks and responsibilities with a positive attitude and demeanor.
• Make the mission inspiring to our team: Understands the impact of WFP activities in beneficiary communities.
• Make our mission visible in everyday actions: Connects individual tasks and responsibilities to unit’s goals and mission.

People

• Look for ways to strengthen people's skills: Seeks opportunities to build and enhance individual skills.
• Create an inclusive culture: Demonstrates respect and understanding for diversity and cultural differences.
• Be a coach & provide constructive feedback: Identifies and approaches colleagues or supervisors to serve as coaches.
• Create an “I will”/”We will” spirit: Sets clear goals and measurable targets for own tasks and responsibilities.

Performance

• Encourage innovation & creative solutions: Assesses own tasks and responsibilities to find ways to be more efficient.
• Focus on getting results: Maintains accurate records of completion times and tasks in own areas of responsibility.
• Make commitments and make good on commitments: Understands responsibilities and the metrics associated with own tasks.
• Be Decisive: Notifies supervisors of dangerous situations or potential issues that may arise while in the field or office.

Partnership

• Connect and share across WFP units: Understands WFP’s organizational structure, including the purpose and mission of each unit.
• Build strong external partnerships: Supports team in working with colleagues and WFP’s partners in the field toward common goals.
• Be politically agile & adaptable: Maintains a professional and courteous relationship with other WFP employees and partners in the field.
• Be clear about the value WFP brings to partnerships: Understands own team’s contributions in its partnerships with internal and external stakeholders.

REMUNERATION PACKAGE

• Approximate monthly base salary: PHP 36,000 Min to PHP 49,000 Max
• Medical Insurance Coverage that can be extended to eligible dependents

DEADLINE FOR APPLICATIONS

The deadline for applications is 02 October 2022, Sunday, at 11:59 pm (Manila time). Qualified candidates must complete an online candidate profile on UN WFP Careers Website (http://www.wfp.org/careers). Only applications received on this website are considered valid and will be processed, and only shortlisted candidates will be contacted.

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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.