Business Support Assistant (Leasing Operation - Shipping) SC5

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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, physical or mental 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 lifetime. 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.

To support this lifesaving mission, WFP Fleet Centre in Dubai is mandated to centrally set the global standards for and manage the light and armoured vehicle fleet leasing operations to enable effective, safe and efficient fleets in all WFP offices across the world. The vehicle leasing & insurance service is complemented by world-class expertise and technical assistance in fleet management (including for armoured vehicles), fleet systems support, vehicle disposal, and road safety & fleet management training. In addition, having one of the largest humanitarian light vehicle fleets, WFP is also spearheading, through Fleet Centre, international collaboration efforts within the wider UN System to facilitate sister agency access to more effective and safer vehicles and to realize efficiency gains.

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

ORGANIZATIONAL CONTEXT

At this level job holders are expected to take responsibility for completion of a range of business support activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues.

JOB PURPOSE

To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.

JOB TITLE: Business Support Assistant (Leasing Operation - Shipping)

TYPE OF CONTRACT: Service Contract

LEVEL: SC 5

SALARY: Starts from AED 15,983.22 per month (inclusive of pension), plus insurance and other benefits.

UNIT/DIVISION: Management Services Fleet Centre (MSDF)

DUTY STATION (City, Country): Dubai, UAE

DURATION: 12 Months

Serving at the trusted nexus between the customers from over 100 countries and the Fleet Centre, the Incumbent, under the direct supervision of Business Support Associate - Leasing Operations, and overall supervision of the Head of the Unit, based in Dubai-UAE, will be the key staff in leasing business (shipping). This position will be responsible for following duties:

KEY ACCOUNTABILITIES (not all-inclusive)

1. Perform administrative activities to support the management of shipping operations of light and armored vehicles for both WFP and UN Fleet orders to ensure timely and effective deliveries.
2. Compile data, prepare and distribute documents, to support successful execution of shipping operations i.e., Non-Commercial Invoice/Packing List, Delivery Advice, Certificate of Origin, End User Certificate, TRA (Telecommunication Regulatory Authority) approval.
3. Coordinate and monitor all shipping requests, verify debit note and shipping cost, and perform follow up actions to ensure leasing tracker
4. Communicate with Country Offices on pre-approval requirements, notify vehicle ready date and vessel schedule. Take appropriate actions on specific documentation requirements from CO (Non-Commercial Invoice/Packing List per vehicle, Certificate of Conformity, Certificate of Manufacture etc.).
5. Coordinate with workshop team regarding vehicle readiness and collection
6. Update Fleet Centre portal after vehicles dispatch and notify internal customer service team.
7. Research, collate and present information in standard formats, to enable informed decision-making and consistency of information presented to the stakeholders.
8. Update, manage and maintain relevant information and records for processing vehicle warranty and liaison with counterparts
9. Perform other duties as required.

STANDARD MINIMUM QUALIFICATIONS

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

Experience:

• At least five (5) years of experience in customer service, of which at least 3 years in shipping area
• Proven track record in client service/interface is an added advantage
• Experience in data analysis and presentation
• Experience in ERP system is desired

Other Qualifications:

• Ability to carry out basic data analysis and independently rectify problems requiring attention
• Ability to monitor and record financial transactions
• Good communication skills required to give and receive information and work with a variety of individuals
• Excellent computer skills (Word, Excel, PowerPoint)

Language: Fluency (level C) in English language.

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

Only those candidates shortlisted for interview will be notified.

DEADLINE FOR APPLICATIONS

12 April 2023.

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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.