Business Support Assistant- SC3 Xiengkhouang

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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 winner of the 2020 Nobel Peace Prize. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change. In Lao PDR, WFP supports the government in providing school lunches for primary students, counters malnutrition with targeted food support to the most vulnerable, and helps communities build resilient lives with sustainable livelihood options.

ORGANIZATIONAL CONTEXT

These jobs are found in field office, in Phonesavanh, Pek district, Xiengkhouang Province. Job holders 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 holders are expected to produce organised and accurate work.

KEY ACCOUNTABILITIES (not all-inclusive)

• Provide administrative assistance for the implementation of Strategic Support to Food Security and Nutrition Project (SSFSNP) activities in Provincial Agriculture and Forestry Office (PAFO) and other areas of responsibility.
• Support organization of workshops, meetings and seminars.
• Support drafting of initial minutes of meetings and proceedings of nutrition reviews and collecting information from Programme Officers regarding programme progress and achievements, distribution updates.
• Prepare status and progress reports by providing information and background material for use in discussions and briefing sessions.
• Prepare all required documents including Note for the Record (NFR) for presentation in review meetings in coordination with NGO Coordination and WFP Provincial Offices.

Key Accountabilities (Cont.)

• Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients;
• Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff;
• Make travel arrangements and support events, etc., to support staff to work effectively;
• Support 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 organised and readily available for the business team;

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of Bachelor degree/higher diploma in Business Administration/Accounting/Secretary education. Experience: Three or more years of experience in general administrative work.

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners. • Knowledge of standardised 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. Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.

General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

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.

FUNCTIONAL CAPABILITIES

N/A

OTHER SPECIFIC JOB REQUIREMENTS

This section is optional to describe additional responsibilities & knowledge required for the specific job

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

N/A

TERMS AND CONDITIONS

Contract Type and Level: Service Contract, SC-3

Duty Station: Phonesavanh District, Xiengkhouang Province

Duration: One year (renewable)

DEADLINE FOR APPLICATIONS

Opening date: 13 January 2022

Closing date: 26 January 2022

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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.