Business Support Assistant - Assistant (e) du Représentant - SC5

ABOUT WFP

The UN World Food Programme (WFP) is the United Nations frontline agency against world hunger. It is the largest and longest serving humanitarian agency in Togo. Currently WFP activities are: Nutrition sensitive school meals activities; Institutional capacity strengthening; Nutrition treatment; Malnutrition prevention; Asset creation and livelihood support. WFP has operations in various parts of the Country. WFP cherishes and takes pride in fostering a working environment of high capacity, diversity and innovation. We are currently seeking experienced and creative applicants for the position of Business Support Assistant SC5 to join our team.

STANDARD MINIMUM QUALIFICATIONS

Educational Requirements

First degree in Communication, Secretariate Duties, Office Administration Diplomacy, International Relationship, Journalism, Marketing Communications, or related fields.

Essential Experience

Five or more years of progressively responsible professional experience in a similar position preferably in an International Organization. A regional or international experience would be an asset;

Working Languages

Good command of English (level B) & French language (level C) in both oral and written communication

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Country Director, or the designate.

At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the authority of the Country Director, the Business Support Assistant will among other tasks perform the following:

1) Communication

Provide dedicated executive assistant support.

Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.

Facilitates efficient flow of communication: screens and properly diverts calls to concerned party;

Oversee the maintenance of records and databases to ensure information is organised and readily available for staff and compliant with all relevant regulations and policies

Revise and review correspondence and documentation, providing feedback and making

amendments where appropriate, to contribute to production of these materials to time and quality standards.

Responsible for reception and orientation of the Country Directors’ visitors;

Responsible for the distribution of incoming and outgoing mails and bills;

Prepare and monitor budgets for CD’s running costs in the office & house;

Ensure that services requested in the CD’s office are provided;

Take notes, prepare minutes and update decision follow-up table, ensuring that relevant team members produce regular updates;

Plan and coordinate all in-country visits of guests, ensuring appropriate logistic and notification to officials/administrative for appointments as convenient;

Actively seek and use feedback to improve business processes and procedures

Provide advice, support and/or training to junior support staff in the provision of business support services, in order to support their learning in providing business support.

Manage and coordinate regional or international meetings/events to be held in Benin, in collaboration with the CO administration and the meeting or event’s focal point.

Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.

2) any other duty related to WFP Togo overall programme portfolio.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

OTHER SPECIFIC JOB REQUIREMENTS

Critical success Factors

• Ability to take and transcribe minutes/memos with speed and accuracy;
• Ability to work independently with minimum instructions and supervision;
• Ability to easily adapt and cope with a multicultural environment;
• Ability to study, understand and present complex arguments in a clear and appealing way to a wide range of audiences, both verbally and in writing;
• Demonstrated understanding of the scope of different media channels and how they can best be used to communicate to different audiences;
• Ability to engage effectively at field level with a wide range of actors including those in the international humanitarian community and governments;
• Excellent analytical skills; resourcefulness, initiative, maturity of judgment, tact, and negotiation skills;
• Ability to work in a team, and establish effective working relations with persons of different national and cultural backgrounds;
• Good computer knowledge and skills;
• Ability to work under tight deadlines and simultaneously manage multiple tasks in an autonomous manner;
• Ability to work creatively in a busy environment on several projects simultaneously;
• Ability to handle any other additional tasks as requested by his supervisor.
• Excellent written and communication skills in English and French;
• High degree of organization and excellent problem-solving skills;
• High level of confidentiality and excellent customer relation;
• Commitment to continuous learning and improvement;
• Ability to monitor delivery from core manager and draw attention on variances.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
• Has supported in providing ad-hoc guidance to new staff members

TERMS AND CONDITIONS

Qualified female candidates are encouraged to apply.

• Only Togolese nationals or holders of valid residence and work permits are eligible to apply for this position
• Only shortlisted candidates will be contacted.
• Selected candidate will be employed on a service contract

DEADLINE FOR APPLICATIONS

February 16th, 2021

WFP will apply a rigorous and transparent selection process including thorough assessment of technical skills to ensure the best candidates are selected for the job. Please ensure that your application contains accurate and complete information on academic qualifications, employment record and language skills. Only successful candidates will be invited for a written test.

.

Female applicants and qualified applicants from developing countries 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.