Business Support Associate (Leasing) G6

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 demonstrate responsibility and initiative to respond independently to queries with only general guidance. They have responsibility for undertaking specialised business support work, such as organisation and coordination of work. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources, and coach and/or coordinate a team of support staff.

JOB PURPOSE

To coordinate and control a full range of business support services for a specific professional area of work, to ensure that services are delivered effectively.

JOB TITLE: Business Support Associate (Leasing)

TYPE OF CONTRACT: Fixed-Term Appointment

JOB GRADE: G6

UNIT/DIVISION: Management Services Fleet Center (MSDF)

DUTY STATION (City, Country): Dubai, UAE

DURATION: 12 Months with a possibility of extension

Serving at the trusted nexus between the customers from over 80 countries and the Fleet Centre, the Incumbent, under the direct supervision of the Administration Officer - Lease Operations, based in Dubai-UAE, will be the key staff in managing the customer accounts in Fleet Wave and systems management and also to manage the team in the processing of orders and requests and vendor management. This position will be responsible for following duties:

KEY ACCOUNTABILITIES (not all-inclusive)

1. Maintain all Customer Accounts records for leased vehicles and ensure the periodical review of customer accounts to validate the leased vehicles. 2. Review and verify quarterly lease invoices for all customer accounts and confirm to Finance 3. Review all credit notes to customers and confirm to Finance. 4. Maintain Process flow on WFP Fleet Portal and collaborate with system administrators and FMSS units for continuous improvements of client experiences. 5. Extract Lease data from Fleet Portal and Fleet Wave for further analysis and reporting purpose. 6. Assess the non-standard or extra-catalogue orders, Armoured Vehicle orders, prepare the case with relevant information, consult with the Supervisor for subsequent action including negotiations where appropriate, before submission for approval by the Fleet Centre Management. 7. Issue Pro-forma Invoice and obtain client’s confirmation on orders; follow up with clients to ensure timely recognition of confirmed orders and funding commitments. 8. Issue Final Invoices for Lease and Credit Notes (when necessary). Validate quarterly invoices before confirming to Finance. 9. Ensure procurement of non-standard/non-TTC (Toyota Japan) vehicles in line with Fleet Centre procedures. 10. Responsible for prioritization of the orders; monitor and reprioritize orders as needed. 11. Lead training and guiding the Clients on different aspects of orders placement in Fleet Portal as and when necessary. 12. Maintain system records of Vehicles stock and allocate the vehicles to Workshop Teams upon confirmation of orders. 13. Provide proper supervision for other members in the team to accomplish Leasing procedural duties and responsibilities. 14. Provide necessary inputs/data and recommendation to the Supervisor for monthly stock analysis and order from TTC production for FC Stock. 15. Liase with Toyota Japan (TTC) regarding production allocation and re-stock. 16. Liaise with internal teams and other WFP Departments (e.g., WFP Dubai Office, UNHRD, HQ Procurement). 17. Other duties as and when required.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of higher secondary school education; First Level University degree relevant to the role would be an added advantage.

Experience: • At least six (6) years of experience in Automotive, Transport, Logistics or related Industry • Proven track record in customer service/interface is required. • Experience in data analysis and presentation. • Experienced in web-based customer experiences • Excellent computer skills (Word, Excel, PowerPoint); experience in corporate ERP systems (e.g SAP) is highly desired. • Technical knowhow in automobiles is an added advantage.

Other required Competencies: • High standard of client orientation • Detail oriented • Skills in interpreting the meaning of information to others • Excellent communication skills • High level of skills in interpersonal relationship and teamwork • Ability to resolve conflits and negotiate with others • Ability to work independently

Language: Fluency in oral and written communication in English; skills in Arabic, French, or Spanish an advantage.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
• Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
• Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
• Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

• Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
• Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
• Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
• Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
• Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
• Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
• Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
• Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
• Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

TERMS AND CONDITIONS

• Only those candidates shortlisted for interview will be notified.

DEADLINE FOR APPLICATIONS

16 November 2022.