Business Support Assistant (Receptionist) SC4 - Maputo

Admin

Overview

Deliver business support processes for effective service delivery.

You have:

• Completion of Secondary School with a post-secondary certificate in Administration or related.
• Three years of progressively responsible work experience in administrative work and business support.
• Proficient in the use of Microsoft Word and other office software packages.
• Fluency in both English and Portuguese is required.
• Ability to provide guidance or basic training to junior staff.

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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.

ORGANIZATIONAL CONTEXT

Job holders may either perform administrative support functions in the front office and report to the Business Support Associate. At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.

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.

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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of Secondary School. A post-secondary certificate in Administration, reception, or other functional area. Experience: Three years of progressively responsible work experience in general Administrative work, Business Support, Reception of visitors and documentation, providing directions, managing administrative tasks, managing incoming and outgoing calls and mails, maintaining files and folders in office environment.

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word. • Knowledge of work routines and methods in order to complete processes under minimal supervision. • Uses tact and courtesy to give and receive information to a wide range of individuals. • Ability to identify data discrepancies and rectify problems requiring attention. • Ability to offer guidance or basic on-the-job training to more junior staff.

Language: Fluency in both English and Portuguese..

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Administration Associate and overall supervision from Administration Officer, the incumbent shall: 1. Greet people entering the building, answering any questions, providing directions and alerting staff when someone is there to meet or visit them; 2. Accept deliveries and mail, organize them to be distributed to the correct recipients using the office mailing system and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup; 3. Serve as the face of the company, offering friendly service to those entering the building or calling in on the phone; 4. Receive internal and external calls and reply personally to queries of the staff when required; 5. Ensure reception area is tidy and presentable, with all necessary stationery and material; 6. Manage properly meeting rooms schedule for presential meeting in the office; 7. Provide basic and accurate information in person and by phone/mail; 8. Ensure meeting rooms are tidy and presentable with all necessary material and equipment for use; 9. Report any unconformity or malfunctioning of any equipment in the office; 10. Assist with C-19 PPE distribution at CO and SOs level; 11. Maintain office security by following security procedures and controlling access that must pass through the reception desk; 12. Maintain files and folders for all incoming and outgoing mails for record and future consultation; 13. Any other duties or tasks which may be assigned by supervisor.

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

This position is applicable only to Mozambican Nationals.

Position Title: Business Support Assistant (Receptionist) SC4

Number of positions: 1

Contract Type: Service Contract

Contract Duration: 12 Months

Duty Station: Maputo

DEADLINE FOR APPLICATIONS

29th December 2021

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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.

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Potential interview questions

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