Business Support Assistant G4 (HR unit)

Human Resources

Overview

Deliver standard business support processes for effective service delivery.

You have:

• Completion of secondary school education with a post-secondary certificate in Business Administration/Business Management or in the related functional areas
• Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work
• Fluency in both oral and written communication in English. Knowledge of the local language is added advantage

.

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.

ORGANIZATIONAL CONTEXT

This job is found in Addis Ababa Country Office. Job holder typically provide administrative support to team(s) and/or support a specific business stream, and report to the relevant Associate. At this level, work is carried out under close supervision or immediately available assistance. Job holder is expected to produce organized and accurate work.

JOB PURPOSE

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.

KEY ACCOUNTABILITIES (not all-inclusive)

Manage Internal & External Correspondences timely

• Collect, sort and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.
• Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients.

Handle Secretarial tasks within the Unit

• Prepare letters (certification of employment, registration at UNHCC, Bank account & MOFA Residence ID new & renewal and visa extension renewal).
• Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.
• Provide necessary support on Administration and Human resources related tasks.
• Responsible for inventory check and follow up, requesting, and supplying stationery items on time.

Facilitate Travel arrangements & Process Staff Benefits & Entitlements

• Make travel arrangements: arrange flight and hotel bookings, process Daily Subsistence Allowance Payment (DSA), raise Travel Authorization (TA) in TIPS, and organizing airport pick up and in town pick up transport for HR staff and guests, to support staff to work effectively.
• Support processing and managing routine administrative and financial tasks, to contribute to the effective and timely management of resources.
• Manage medical refund claims of SC and SSA staff, register and distribute staff medical cards issued by Henner & Allianz, and respond to staff quires related to medical cards and claims.
• Prepare monthly attendance report for HR staff, and maintain and update staff records and contact address of HR staff.
• Follow up and facilitate separation clearances for signature, payroll preparation and file.

Record Management

• Manage 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.
• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organized and readily available for the business team.

General support to HR Unit

• Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
• Raise Mange Engine (ME) tickets for any ICT related issues and ensure that action is taken as per the request.

Support On boarding

• Support with some components of the onboarding process under the new distribution of tasks.
• Handle UN ID issuance and renewal for CO staff and liaise with focal points for sub office staff.

Perform other duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education with a post-secondary certificate in Business Administration/Business Management or in the related functional areas

Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

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

KNONWLEDGE AND 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 • Knowledge on finance and administration related tasks

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.

TERMS AND CONDITIONS

JOB TITLE: Business Support Assistant

TYPE OF CONTRACT: Fixed Term, G4

UNIT/DIVISION: Human Resources

DUTY STATION (City, Country): Addis Ababa, Ethiopia

REPORTING LINE: Head of Human Resources

The position is open to Only Ethiopian National

DEADLINE FOR APPLICATIONS

26 April 2022

.

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.

Apply now

Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: wfp.org