Internship - Business Support Assistant - Nampula, Mozambique

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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 World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. We are currently seeking to fill a national intern position as Business Support Assistant, to be based in Nampula, Mozambique.

STANDARD MINIMUM QUALIFICATIONS

• Currently enrolled and have attended University courses in the last 12 months inclusive of having completed at least two years of graduate studies or have recently graduated in the last 6 months in Business Administration, Public Administration, or equivalent areas of studies.
• Proficiency in MS Office (Word, Excel, Power Point, Outlook).
• Excellent command of Portuguese is required.
• Working knowledge of English would be an asset.

JOB PURPOSE

The selected candidate will be supporting with administrative responsibilities, ensuring client-oriented results.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Head of Sub Office and support from the Administration Associate, the incumbent shall:

• Acting as the first point of contact for the Head of Office.
• Manage diary and schedule meetings and appointments.
• Assist with travel arrangements.
• Take dictation and minutes of meetings following up on the action items.
• Collect, sort and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.
• Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients.
• Be responsible for receipt and registration of letters and courier.
• Manage and monitor the stock for stationery and request for replenishment when required.
• Overseeing receiving material for various Activities to be stored in the container, also monitoring stock-out and expiry dates of material to inform the various units to conduct distribution on time.
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
• Support the maintenance of office physical and electronic files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff.
• Meet visitors and direct to the respective room and/or staff member accordingly.
• Support in management of booking requests for Meeting rooms.
• Supervise housekeeping staff and support with maintenance of the facilities.
• Any other duties or tasks which may be assigned by supervisor or by management.

DESIRED SKILLS FOR ENTRY INTO THE ROLE

• Proven analytical and report-writing skills.
• Collaborative spirit with the ability to liaise with a wide range of people at all levels and across different cultures.
• Strong drive, self-motivated and able to work with a high degree of autonomy.
• Fully committed and motivated to achieve the aims of the UN World Food Programme.
• Excellent interpersonal and communication skills (written and oral).
• Proactive attitude, shows initiative and has a sense of accountability.
• Ability to work productively and in an organized fashion.

TERMS AND CONDITIONS

• Interns receive a monthly stipend from WFP of US$ 575 per month.
• The internship programme is for a duration of 6 months, with possibility to extend for additional 2 months.
• WFP is not responsible for living expenses, arrangements for accommodation, necessary visas and related costs.
• WFP will recognize candidates’ educational credentials from recognised institutions that have been certified by competent international or national authorities such as the United Nations Educational, Scientific and Cultural Organization (UNESCO) or Ministries of Education;

DEADLINE FOR APPLICATIONS

Applications will be received by 28 May 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.