WFP London - Business Support Assistant G5

We are seeking to fill a Fixed Term position of Business Support Associate G5 based in the WFP London Office. The tasks related to this position will be initially performed remotely given the COVID restrictions and once the situation improves the role will be in person in WFP London Office.

Please note that this vacancy announcement is being issued internally and externally.

WFP seek 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 London, UK, and be British nationals holding a valid passport and/or identity card or non-British citizens holding a valid Resident Permit to work and live in the country

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.

The objective of the London Office is to create an enabling environment for fundraising and to raise the profile of WFP in the UK. The team’s work is focused on building and maintaining partnerships with a range of public sector actors. The mandate of the London Office was expanded last year, and so was the team. Much of the outreach is to new partners and this office has a start-up quality to it. The new stakeholders include think tanks and academia, parliamentarians, government departments and the media.

JOB PURPOSE

The Business Support Assistant will report to the Director of the WFP London Office and will provide overall business and administrative support to a team of seven staff, to ensure effective service delivery. The selected incumbent will be responsible for all business support activities (finance, administration, human resources, travel, and procurement) and will provide basic support in IT in coordination with WFP Headquarters (HQ) technical team. As part of his/her duties, the selected incumbent will be required to interact in a professional manner, with a range of internal and external interlocutors, including in WFP HQ. The Business Support Assistant will be expected to work under minimal supervision, be highly organised, proactive and demonstrate the ability to handle multiple tasks with tight deadlines.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)

1. Collate information for inclusion in reports, documents, and correspondence, to support the effective work of other staff.
2. Respond to standard queries and provide timely and accurate guidance.
3. Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources
4. Manage and maintain records and databases, to ensure information is organised and readily available for staff.
5. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
6. Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
7. Contribute to improvement of business procedures and processes.
8. Collect and perform basic analysis of data to contribute to quality business information management
9. Provide guidance to junior colleagues in performing their duties.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential

• Experience dealing with travel arrangements and procurement of goods and services.
• Experience monitoring budget and financial commitments/expenditures.
• Experience in a Human Resources management system and recruitment selection processes.
• Experience in handling calendars/agenda and arranging meetings and events (physical and virtual).

Desirable

• Knowledge of ERP systems and specifically SAP Software.
• Experience working in a United Nations common system, international organization or non-governmental organization.
• Experience using Microsoft 365, including Teams, SharePoint and OneDrive.
• Knowledge of Information Technology in order to support and guide staff on basic IT issues.

STANDARD MINIMUM QUALIFICATIONS & EXPERIENCE:

Education: Completion of secondary school education.

Experience: Five or more years of progressively responsible work experience with experience in general administrative work including one year at the G4 level.

Language: Working knowledge (proficiency/FAO level C) of English.

Competencies and Skills:

• Knowledge of specialized common business practices and methods gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Ability to monitor and record financial transactions.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality.

The 4Ps CORE ORGANISATIONAL CAPABILITIES for a G5 Business Support Assistant will apply

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

Applicants must be:

• British nationals holding a valid passport and/or identity card.
• Non-British citizens holding a valid Resident Permit to work and live in the country.

Deadline for applications: 6 May 2021

Ref. VA: 141918