Business Support Assistant G2

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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.

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. As the international community has committed to end hunger, achieve food security and improved nutrition by 2030, one in nine people worldwide still do not have enough to eat. Food and food-related assistance lie at the heart of the struggle to break the cycle of hunger and poverty. For its efforts to combat hunger, for its contribution to bettering conditions for peace in conflict-affected areas and for acting as a driving force in efforts to prevent the use of hunger as a weapon of war and conflict, WFP was awarded the Nobel Peace Prize in 2020.

Malawi is a small landlocked country in Southern Africa. With a population expanding rapidly at 3 percent per year and the majority of livelihoods dependent on agriculture, the population is highly vulnerable to the effects of climate-related disasters. Poverty is experienced by most rural families, with those headed by women suffering the most. Relying on small parcels of densely cultivated land for their livelihoods, rural Malawians are highly affected by climate change. Episodes of drought as well as severe flooding are increasing in frequency, intensity and unpredictability, giving the most vulnerable households inadequate time to recover.

Malawi’s challenges are also compounded by high rates of HIV infection (at 9.6 percent), low primary school completion rate (at 51 percent) and chronic under-nutrition (at 37 percent for children under 5). WFP continues to partner with the government, other UN agencies, NGOs, civil society and the private sector to achieve the Sustainable Development Goals (SDGs) by 2030, with a particular emphasis on reaching Zero Hunger (SDG 2), addressing structural drivers of hunger wherever possible.

very 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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post secondary qualification in the related functional area is desirable. Desired experience: Progressive work experience in general administrative work.

Language: Fluency in both oral and written communication in English. Knowledge of the local language or UN official language is an added advantage.

ORGANIZATIONAL CONTEXT

This job is found in WFP Malawi Country office based in Blantyre. Job holders typically report to the Business Support Assistant - Admin at Blantyre Sub Office, or the designate. Job holders provide administrative support to team(s) and/or support a specific business stream. At this level, work is carried out under close supervision and job holders are expected to produce organised and accurate work.

JOB PURPOSE

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

KEY ACCOUNTABILITIES (not all-inclusive)

• Manage office premises by conducting weekly checks and ensure cleanliness and security of the premises
• Coordinate and arrange support services at all meetings and workshops.
• Manage stationary usage and vehicle spare parts and distributions to all sections and field offices.
• Perform daily checks on fuel levels in the generator and make refills when appropriate, update generator fuel cards.
• Collect mail and documents for delivery within offices/the units.
• Produce weekly reports on PPEs stock balances and replenish accordingly.
• Prepare weekly reports on stationary, spares and office supplies, generator fuel refills and premises status.
• Support CO Admin with stamping and follow up of VISAs and work permits at Immigration.
• Supervise cleaning company and follow up on contractual obligations.
• Set up, classify and maintain unit files.
• Contribute to unit monthly and quarterly reports
• Any other duties as assigned from time to time.

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.

OTHER SPECIFIC JOB REQUIREMENTS

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners. • Ability to follow standard business support processes and procedures. • Knowledge of standard office software packages, e.g. Microsoft word. • Ability to provide information using courtesy and tact. • Good attention to details.

DEADLINE FOR APPLICATIONS

26 April 2021

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Female applicants 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.