Business Support Assistant G5 (ICT) Maiduguri

IT & Telecom

Overview

Support administrative operations for IT staff.

You have:

• A minimum of 5 years relevant professional experience is required.
• First university degree in admin-related subjects (Business Administration/Politics/Safety and Security/Rule of Law/Finance, etc.) with qualifying relevant experience and/or training/courses.
• Fluency (level C) in English language with excellent writing skills.
• Knowledge of Hausa local language is desirable.
• Computer literate and capable of working with word processing, spreadsheets, and relevant software packages.

WORLD FOOD PROGRAMME

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.

ARE YOU...

Are you a seasoned Administrative Person, interested in further developing your professional experience while contributing to ending global hunger? Are you passionate about helping those in need? Would you like to join a global organization investing in its people? If so, an exciting and fulfilling career awaits you! Join our diverse and passionate team that works on varied and international projects directly contributing to saving; and changing millions of lives around the globe.

DEADLINE FOR APPLICATIONS

Vacancy Announcement expires on 28th December 2023 11;59 GMT.

WHO WE ARE

The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operating in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: UN World Food Programme (WFP) and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

WHY JOIN US

• WFP is a 2020 Nobel Peace Prize Laureate
• WFP offers a highly inclusive, diverse and multicultural working environment
• WFP invests in the personal & professional development of its employees through a range of trainings, accreditation, coaching, mentorship and other programs as well as through internal mobility opportunities
• A career path in WFP provides an exciting opportunity to work across various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe
• We offer an attractive compensation package (please refer to the Terms and Conditions section)

ORGANIZATIONAL CONTEXT

Nigeria, a federal constitutional republic with over 500 ethnic groups, the most populous country in Africa and the seventh most populated country in the world. Conflict in the northeast and criminality in the northwest remain important drivers of instability in Nigeria. In May 2013, the Government declared a state of emergency in the northeast States of Borno, Adamawa and Yobe (BAY). UNHCR reports over three million internally displaced persons (IDPs) in Nigeria, most of them in the BAY states. The March 2022 Cadre Harmonisé projected that 4.1 million people in the BAY states will face crisis or emergency levels of food insecurity from June to August 2022. WFP operations focus on crisis response to prevent further deterioration of food and nutrition security, reduce malnutrition, and minimize gender inequality. WFP has been present in Nigeria since 2016. In addition to the exciting and challenging work, we also offer:

Meaningful and impactful careers: Our day-to-day work makes a difference in the lives of the people we serve.

Continuous learning and training: We provide learning tools for our staff to continually develop their careers.

Multicultural and stimulating work environment: We encourage gender and cultural diversity to make our teams stronger.

KEY ACCOUNTABILITIES (not all-inclusive)

With direct reporting to Head of IT and SCOPE, the incumbent will be responsible for the following duties: 1. Provide administrative support to IT staff at Maiduguri; respond to standard queries and provide timely and accurate guidance. 2. Ensure smooth and efficient information flow within the unit; prepare and process confidential information; and assist in the development of office administrative systems and procedures; organize Unit meetings and events; draft minutes and reports and circulate or distribute accordingly. 3. Respond or draft responses to a wide range of correspondences and other communication; collate information for inclusion in reports, documents and correspondences to support the effective work of colleagues. 4. Maintain calendars and schedules including date tracker for IT-related contracts; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. 5. Receive, file, and track invoices; record Service Entry Sheet in the corporate ERP (WINGS) and prepare payment request forms for Head of Unit’s certification; Fill petty cash, Operational advance, and MPO requests; forward invoices to Finance and follow up on payments. 6. Liaise with Administration Unit and WFP travel agent to facilitate travel arrangements for the IT Unit staff; request travel advance (Daily Subsistence Allowance [DSA]) and prepare other required travel documentation. 7. Liaise and follow-up with United Nations Humanitarian Air Services (UNHAS) to facilitate staff and cargo flight bookings. 8. Prepare and track purchase requisitions (PRs) and enter Goods Received Note (GRN) upon receipt of equipment. 9. Maintain staff movement records including leave and daily staff attendance. 10. Be the Asset Focal Person for IT in Maiduguri and perform the following tasks: a) Receive assets and ensure that timely inspection and posting of Goods Receipt Note (GRN) in WINGS as well as timely labelling and recording in GEMS of these assets (i.e. perform these activities on the same day that asset(s) are received). GRNs will be raised where goods are first delivered to by the supplier. b) If the item is a Fixed Asset, ensure that the Asset Master Record (AMR) exists and linked to the Equipment Master Record (EMR). Ensure assets are created with correct values as per relevant Purchase Order (PO) and in line with WFP/IPSAS guidelines on valuation of assets. c) Ensure that all information is available for the correct accounting of software in GEMS, irrespective of whether it is internally generated or acquired from external sources. d) Update GEMS in a timely manner to ensure that the database reflects the actual state of the assets (i.e. location, assignee and any other relevant information).

KEY ACCOUNTABILITIES 2 (not all-inclusive)

e) Keep the current state of assets up to date in the system after having identified broken and obsolete items available for disposal or repair and ensure that the necessary information is shared with responsible units and/or main AFP. f) Proactively flag any issues to the main Asset Focal Point(s) and/or management ensuring that they are aware of the situation and can take action to secure and safeguard assets to the maximum extent possible, e.g. among other actions, Fixed Assets not in use are stored in locked storage space/warehouse and that oversight is assured in the management of high pilferage assets. g) Be on the alert for any unusual patterns or large requests for equipment or other assets and report, follow-up, resolve any issues. h) Raise the necessary documentation for the assignment of assets to WFP employees, as well as for the transfer of WFP-owned assets to other WFP offices and loan to partners (UN entities, governments, or cooperating partners). i) Receive assets from assignees upon their reassignment, separation, or completion of loan period of loaned assets, and complete the necessary administration in the system. j) Actively participate in the physical count and provide all necessary information to the main Asset Focal Point to facilitate the reconciliation process. k) Provide input to the main Administration AFP in relation to PSB meeting preparations. l) Assist in the implementation of PSB recommendations approved by the Delegated Authority that relate to the procurement based on cost-effective sourcing strategies, daily asset management practices, physical count and deactivation of the assets in WFP systems. m) Ensure that disposal of technology assets is in accordance with the guidance provided under Executive Director’s Circular OED2015/012 on WFP Corporate Information and IT Security Policy and Information Note – Guidelines for Disposal of IT Material and that policies concerning WFP corporate data removal are respected with a view to avoid data loss and breaches. n) In the event of staff turnover, responsible for the preparation and execution of a proper handover in writing for the above-mentioned tasks and responsibilities to ensure business continuity. 11. Perform other duties as assigned by supervisor or Management.

QUALIFICATIONS AND KEY REQUIREMENTS

You should have:

You have a broad knowledge in:

A minimum of 5 years relevant professional experience is required in the following:

STANDARD MINIMUM ACADEMIC QUALIFICATIONS: Education: First university degree in admin-related subjects (Business Administration/Politics/Safety and Security/Rule of Law/Finance, etc.) with qualifying relevant experience and/or training/courses is accepted in lieu of the First University degree. Language: Fluency (level C) in English language with excellent writings skill. Knowledge of Hausa local language is desirable.

MORE ABOUT YOU

You have a broad knowledge in:

• Supporting Administrative and operational activities that maintain security operations functions and feed into overall strategic aims.

• Collating data, assisting in organizing Training, Conferences, and workshops, and drafting reports that inform security Administrative and operations activities. Must be computer literate. • Development and humanitarian contexts. • Working with word processing, spreadsheets, and relevant software packages, as well as in providing administrative support is desirable.

WFP LEADERSIP FRAMEWORK

These are the common standards of behaviour that guide HOW we work together to accomplish our mission.

Leads by Example with Integrity

Drives Results and Delivers on Commitments Fosters Inclusive and Collaborative Teamwork Applies Strategic Thinking Builds and Maintains Sustainable Partnerships Lives the WFP values and shows humanity and integrity by role modelling care for others. Delivers on commitments and adapts readily to changes. Is inclusive and collaborative and contributes to a culture of learning and personal growth. Demonstrates commitment to gathering perspectives, analyze options and risks, and propose new ways of doing things.

Builds and nurtures external partnerships and collaborates with partners to deliver common objectives. Different expectations of behaviour are defined depending on your grade and role/responsibilities within WFP.

TERMS AND CONDITIONS

Qualified female candidates are encouraged to apply.

Only Nigerian nationals are eligible to apply.

Applications must be submitted online and in English only.

Only shortlisted candidates will be contacted. Canvassing of any sort will lead to automatic disqualification of the concerned applicant.

The selected candidate will be employed on a fixed term as well as a rotational contract with a probationary period of one year.

WFP offers an attractive compensation and benefits package in line with ICSC standards (http://icsc.un.org) including basic salary, a pension plan, and medical insurance.

The selected candidate will be required to be based in Maiduguri to take up this assignment.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, language skills and UN Grade (if applicable)
• Once your profile is completed, please apply, and submit your application.
• Please make sure you upload your professional CV in the English language.
• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter
• Additional documents such as passports, recommendation letters, academic certificates, etc. may potentially be requested at a future time.
• Please contact us at [email protected] in case you face any challenges with submitting your application.
• Only shortlisted candidates will be notified.

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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.

Apply now

Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: wfp.org