WFP Brindisi UNHRD - Business Support Assistant (Logistics) G4

Overview

Provide business support and logistics assistance.

You have:

• Completion of secondary school education.
• Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work (including one year at G3 level for internal candidates).
• Working knowledge (proficiency/FAO level C) of English.
• Experience using databases to extract routine reports.
• Knowledge of warehouse management systems and/or processes.
• Knowledge of the logistics and shipping services and/or operations.
• Knowledge of ERP systems and specifically SAP Software.
• Knowledge (level B) of a second UN language (Arabic, French, or Spanish).

We are seeking to fill a Fixed Term local position of Business Support Assistant, Logistics (G4) based in UNHRD Base in Brindisi, Italy.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

Applicants must reside within commuting distance of the duty station Brindisi, Italy located at Ex SS 16, Km 906.9-72100 Brindisi.

This vacancy announcement is being issued internally and externally.

ORGANIZATIONAL CONTEXT

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. In 2020 the World Food Programme was awarded the Nobel Peace Prize for its efforts to combat hunger and its contribution to bettering conditions for peace in conflict-affected areas.

UNHRD is a network of depots located in Ghana, Italy, UAE, Malaysia, Spain and Panama that procures, manages and transports emergency supplies for the humanitarian community. It is a one stop shop for partners, offering free storage, procurement, transport, handling, and technical field expertise. This position will be based in Brindisi, Italy and will report to the UNHRD head of Support Across the Network (SAN).

JOB PURPOSE

Under the supervision and guidance of the Head of Support Across the Network (SAN), the Business Support Assistant will be requested to deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery. The incumbent will be exposed to all phases of the logistics operations and should be able to perform tasks assigned with minimum supervision. The incumbent will be requested to provide support to perform centralized system’s tasks and other tasks required to ensure good warehousing practices in the system, by reviewing data entered in the Corporate ERP and monitoring on a random base inbound/outbound flows of Stock inventories for all the UNHRD depots .

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):

1. Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
2. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
3. Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
4. Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
5. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
6. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
7. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
8. Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
9. Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential:

• Experience using databases to extract routine reports.
• Knowledge of warehouses management systems and/or processes
• Knowledge of the logistics and shipping services and/or operations.

Desirable:

• Some experience in the humanitarian response.
• Knowledge of ERP systems and specifically SAP Software.
• Knowledge (level B) of a second UN language (Arabic, French, or Spanish).

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

• Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
• Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work (including one year at G3 level for internal candidates).
• Language: Working knowledge (proficiency/FAO level C) of English.

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.

WFP 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

• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• 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

WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience. Please visit the following websites for detailed information on working with WFP.

http://www.wfp.org Click on: “Our work” and “Countries” to learn more about WFP’s operations.

Applicants must be:

1. Italian nationals holding a valid passport and/or identity card.
2. EU citizens holding a valid passport and/or identity card; AND with confirmed registration from the Italian police authorities or Registrar’s Office (Anagrafe).
3. Non-EU citizens holding a valid Italian Resident Permit ie. Permesso di Soggiorno. For more information on Italian protocol requirements, please refer to: http://www.poliziadistato.it/articolo/10930/
4. Reside within commuting distance (100-kilometer radius or distance that can be covered within 1.5 hours by car or public transport under average conditions of traffic, weather, and roads) to the office location at the duty station (address of the Duty station is Brindisi, Italy located at Ex SS 16, Km 906.9-72100 Brindisi).

Deadline for applications: 7 November 2021

Ref. VA: 151367

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Potential interview questions

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