Business Support Assistant (Customer Service) SSA 3 - 2 Openings

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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 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.

WHY WORK AT WFP?

SAVING & CHANGING LIVES ❤ Make a difference the world will notice. We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.

GLOBAL COMMUNITY 🌍 Build bridges that unite people across the world. Being part of a global, diverse and multicultural community like WFP, will continuously expose you to new ideas and perspectives. How we deliver our mission in deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels.

UNLIMITED POSSIBILITIES 💡 Unlock possibilities you never thought you'd find. WFP goes anywhere it is needed and does whatever it takes to get the job done.

LIFE-CHANGING EXPERIENCE ⭐ Reach beyond yourself and discover your true potential. WFP offers the kind of life-changing experiences you’re unlikely find in many other organizations.

Join us to make a difference Watch this video to know more about us!! Link: https://www.youtube.com/watch?v=3mzGbaRAhz8&feature=youtu.be

JOB PURPOSE

Job Title: Business Support Assistant (Customer Service)

Level: SSA 3

No of openings: Two (2)

Salary: Starting from AED 8,000 per month plus medical insurance and other entitlements (all inclusive)

Duration of Employment: 3 months with possibility of extension

Under the overall guidance of the UNHRD HUB Manager/Head of Supply Chain Manager and direct supervision of the Customer Service Officer/Supervisor, the Business Support Assistant (Customer Service) will be responsible for collaborating with our humanitarian and development partners to define their needs across global organizations with interest in the Middle East, Asia, and Africa. This includes gathering and analyzing information and formulating and testing hypotheses relating to humanitarian needs/trends and developing tailor-made solutions, presenting them to the program teams/management, and working closely with partners to ensure positive impact and sustainable results.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Partner Orientation a. Represents World Food Programme (WFP)/United Nations Humanitarian Response Depot (UNHRD) mission and values professionally to Partners and all official engagements b. Assist with Supply Chain (storage, procurement, logistics) request from Humanitarian Organizations requiring services from UNHRD. c. Comply with order process operations as per standard UNHRD Standard Operating Procedure (SOP), by o Verifying availability of stocks in the warehouses where applicable and matching the relevant market for which it is destined. o Requests approval to release stock from respective owners o Liaise with procurement to request quotations from suppliers o Aligning supplier quotations with customer needs. o Seek approval from technical advisor where applicable. d. Follow through on Proforma Invoice sent to partners e. Assist in coordinating after-sales policies with the procurement team f. Send a weekly update to Partners on the status of their orders g. Assist in coordinating the sourcing to delivery of goods h. Coordination and maintenance of records and databases to ensure information is well organized and readily available for staff

2. Liaison with departments a. Assist in the verification of stock availability with all other hubs and other Advanced Prepositioning Stocks. b. Assist in providing seamless service to Partners by ensuring the Purchase Request is created correctly, compliance sheets are created in detail, and the Purchase Order with procurement and the shipment with logistics are done within the requested time frame. c. Assist in issuing Service Confirmation Form (SCF)on time. d. Assist in Coordinating with the warehouse on timely staging and dispatch of shipments. e. Assist in delivering goods as fast as possible during emergencies.

3. Utilization of Systems a. Process order transactions in WINGS (enterprise software used by WFP) and DOTS from Inquiry to Proforma Invoice. b. Process Purchase Requisitions and Micro purchase orders in WINGS and DOTS with relevant detailed specifications. c. Ensure correct allocation is done to release items from the warehouse, and Direct delivery triggers are recorded in real-time in WINGS and DOTS if applicable. d. Maintain a record of partners’ transactions, feedback, preferences, and challenges for generation of periodic analytical reports on projects.

4. Partner Communication and Networking a. Assist in sending regular updates to partners on relevant information that can benefit their operations.

5. Perform other related duties as required within the development of WFP/UNHRD.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: At least four years of progressively responsible support experience in procurement, logistics, accounting, customer service, or another related field, with at least one year in humanitarian response and/or customer services.

Language: Fluency in both oral and written communication in English. Knowledge of a second UN language (Arabic, French, or Spanish) is an added asset.

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.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Knowledge of WFP regulations, rules and policies, and procedures in the area of work.
• Practical knowledge of ERP systems.
• Specialized knowledge of applying standard business processes, practical business support methods, procedures, and systems used in work, gained through technical training and experience.
• Good communication skills to provide specialized business support services to various individuals.
• Ability to extract, interpret, analyze, and format data.
• Identifies priority activities and assignments; monitors and adjusts plans and actions as necessary; ability to work with minimum supervision.
• Ability to build relationships with a variety of individuals across functions.
• Experience in coordinating the work of others and self and training and supporting others.

TERMS AND CONDITIONS

• The United Nations World Food Programme is an equal opportunity employer. Qualified female candidates and UAE Nationals are strongly encouraged to apply.
• Only those candidates shortlisted will be notified.

DEADLINE FOR APPLICATIONS

27 October 2022.

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

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.