WFP Kuala Lumpur (UNHRD) - Business Support Assistant, SC4

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.

We are seeking to fill a Service Contract position of Business Support Assistant SC4 based in UNHRD Kuala Lumpur, Malaysia.

Applicants must reside within commuting distance to the office location in the duty station and must be Malaysian Residents holding a valid passport and/or identity card, or a valid Resident Permit to work and live in the country.

This vacancy announcement is being issued internally and externally.

ORGANIZATIONAL CONTEXT

The United Nations World Food Programme (WFP) 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.

UNHRD is a network established by WFP, 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 to support the humanitarian community. UNHRD’s network depots are located in Ghana, Italy, UAE, Malaysia, Spain, and Panama.

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

JOB PURPOSE

The Business Support Assistant will report to the Procurement Officer and will be responsible for providing standard business support to facilitate effective service delivery in coordination with other team members. The selected incumbent will support mainly the procurement and administrative processes with the following tasks: communicate with internal and third parties, such as suppliers, to collect/share information, including responding to standard queries; entering transactional records in the internal system, update/maintenance of database/tracking sheets, creating and maintaining filing systems (electronic and hard copy), monitoring of the delivery of procured goods and services ensuring the required verifications, recordings and dispatch to final destination.

The ideal candidate should be proactive, flexible and able to able to work well in a multicultural and multi-disciplinary work environment to provide support to a wide range of individuals. The Business Support Assistant will be expected to produce organized and accurate work under minimal supervision, to demonstrate good client orientation, teamwork, attention to details and communication skills, while maintaining discretion and confidentiality.

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.
10. Perform other duties as per required.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essentials:

• Knowledge of MS Office applications such as Word, Excel for data entry, extraction and monitoring.
• Experience supporting procurement and administration processes.
• Experience performing basic analysis of data/statistics.
• Good communication and attention to detail skills.

Desirables:

• Knowledge of ERP systems and specifically SAP Software.
• Knowledge of Microsoft365, including Teams, SharePoint and OneDrive.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education.

Language: Fluency in English (written and verbal), and Bahasa Malaysia.

Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

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 LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR as outlined in the Generic Job Profile ‘Business Support Assistant G4’ apply

Leads by Example with Integrity:

• Upholds WFP values, principles, and standards: Demonstrates the WFP values, principles and standards
• Respects others and values diversity: Values diversity using respectful and inclusive language
• Stays focused and calm under pressure: Stays focused and calm when under pressure
• Demonstrates humility and a willingness to learn: Shows humility and a willingness to learn and share knowledge, seeking and acting on feedback, and taking up opportunities to develop

Drives Results and Delivers on Commitments:

• Delivers results for maximum impact: Is accountable for the delivery of results
• Delegates appropriately: Seeks guidance and support where needed
• Adapts readily to change: Adapts readily to change adjusting work as needed

Fosters Inclusive and Collaborative:

• Is inclusive and collaborative: Promotes teamwork by sharing ideas and openly raising issues
• Gives timely and constructive feedback: Gives timely and constructive feedback to others
• Builds and shares new perspectives: Listens attentively to others and shares views

Applies Strategic Thinking:

• Communicates and fulfils WFP’s vision: Embraces WFP’s vision and how it impacts their role
• Embraces curiosity and new ways of doing things: Shows curiosity and implements new ways of doing things when relevant
• Analyses and evaluates data: Gathers data and shares knowledge to inform team activities
• Considers the impact of decisions: Asks questions to understand the impact of decisions for their objectives

Builds and Maintains Sustainable Partnerships:

• Builds partnerships: Acts professionally with external partners
• Collaborates to deliver common objectives: Works together with partners to deliver common goals

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 website 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:

• Malaysian Residents holding a valid passport and/or identity card, or a valid Resident Permit to work and live in the country ; and
• 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 (United Nations Humanitarian Response Depot, Kuala Lumpur, Lot 14104 (PT 12136), Jalan TUDM, Seksyen U7, 40150 Shah Alam, Selangor, Malaysia)

Please note that applications should be sent in English. Only applications received in English will be considered.

Deadline for applications: 6 September 2022

Ref. VA: 172061

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.