Business Support Assistant (Customer Services) G3

The United Nations World Food Programme (WFP) is the world's largest humanitarian agency, fighting hunger worldwide. We are seeking to fill a Fixed Term local position of Business Support Assistant (Customer Service) G3 based in UNHRD Base in Brindisi, Italy.

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.

Applicants must reside within commuting distance of the duty station Brindisi, Italy.

This vacancy announcement is being issued internally and externally.

ORGANIZATIONAL CONTEXT

UNHRD is a network of depots located in Ghana, Italy, UAE, Malaysia, Spain and Panama that procures, manages and transports emergency supplies for the humanitarian community. It is a one stop shop for partners, offering free storage, procurement, transport, handling, and technical field expertise. This position will be based in Brindisi, Italy and will report to the UNHRD Brindisi Logistics Officer.

JOB PURPOSE

Under the direct supervision and guidance of the Logistics Officer, the Business Support Assistant (Customer Service) will act as entry/exit point, mainly for UNHRD partners and will be expected to deliver business support in line with UNHRD core activities. Duties include tasks that contribute to timely, effective and efficient planning, contracting and execution of procurement, logistics and shipping activities and services.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)

Under the direct supervision and guidance of the Logistics Officer, the Business Support Assistant will be responsible of:

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 organized and readily available for the business team.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential :

• Some experience in liaising with internal and external entities for collating information into reports to support decision making;
• Some experience using and maintaining a database;
• Some experience in running reports, performing basic analysis and drafting reports in excel;
• Effective communication skills (both written and oral);

Desirable :

• Some experience in the humanitarian response and/or customer services;
• Some knowledge of SAP ERP system;

• Some Knowledge of the logistics and shipping services and/operations

  STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

• Education: Completion of secondary school education.

• Language: Fluency (Level C) in English. Intermediate knowledge of a second UN language (Arabic, French, or Spanish) and/or Fluency in Italian highly desirable.

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

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners;
• Knowledge of standardized business support work routines and methods;
• Knowledge of standard office software packages, e.g. Microsoft word;
• 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;

TERMS AND CONDITIONS

WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience.

Please visit http://www.wfp.org and click on: ‘Our work’ and ‘Countries’ to learn more about WFP’s operations.

Applicants must be:

1. Italian nationals holding a valid passport and/or identity card.
2. EU citizens holding a valid passport and/or identity card; AND with confirmed registration from the Italian police authorities or Registrar’s Office (Anagrafe).
3. Non-EU citizens holding a valid Italian Resident Permit ie. Permesso di Soggiorno. For more information on Italian protocol requirements, please refer to: http://www.poliziadistato.it/articolo/10930/

Deadline for applications: 3 December 2020

Ref. VA: 131054