Business Support Assistant (IT), Addis Ababa, Ethiopia
Organization: United Nations World Food Programme (WFP)
City: Addis Ababa, Ethiopia
Office: WFP Addis Ababa
Closing date: Friday, 16 October 2020
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.
Business Support Assistant (IT)
Date of Issue:
02 October 2020
16 October 2020
One year with a possibility of extension.
Assisting 91.4 million people in around 83 countries each year, 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. On any given day, WFP has 5,000 trucks, 20 ships, and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid, and special operations.
WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.
This position is in the Information Technology (TEC) unit of the Ethiopia country office in Addis Ababa. The profile will cover the administrative support functions with a reporting line to the Head of Unit, or the designate.
In this profile, work is carried out under minimal supervision, expected to be organized and accurate in order to undertake the specific business support activities. Must also demonstrate good communication skills and the ability to work within a very diverse team that is global. They may offer guidance on standard practices to more junior staff in their area of work.
To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery to the unit.
KEY ACCOUNTABILITIES (not all-inclusive)
Maintain administrative control records, such as for commitments and expenditures, procurement, and other records needed for the running of the unit;
Assist in monitoring the status of expenditures and allotments through WFP corporate systems, record variations, update budget tables, and consolidate data for budget review;
Assist with the day-to-day administration of contracts with external contractors; check contractors‘ invoices against the goods and services provided and process GRN and payments;
Provide information related to the above functions and exchange a variety of statistical information which will include timely reports for the unit on budget, travel expense, and procurement.
Liaise with WFP Headquarters and third-party network and telecommunications services suppliers such as Ethio-Telecom and the communications authority to ensure licensing, per-capita, and payments related to connectivity under the CO are up to date;
Support the unit in processing and managing routine administrative and financial tasks in various functional areas, such as travel arrangements, procurement, and contribute to the effective and timely management of the unit’s resources.
Take responsibility for the maintenance of unit data and files, ensure its accuracy and that it is readily available and accessible by the function when required.
Provide guidance on routine business support methods and practices to the unit and junior colleagues to ensure services are delivered consistently and to the required standards.
Work with a variety of external actors and units in the organization. Where appropriate take on feedback to assist in business support delivery for the unit and its team.
Keep the unit’s operational objectives including field operations need insight and prioritize accordingly within the team.
Arrange meetings and when required workshops and seminars as related to unit needs.
Perform other related duties as required
STANDARD MINIMUM QUALIFICATIONS
Education: A University degree in Secretarial Science, Business Management, or another related field. Certification in Information Technology is an added advantage. 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 Microsoft Office 365 tools.
Knowledge of databases and SAP/Citrix applications will be an added advantage.
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.
Tags business management climate change food insecurity information technology procurement
Ability to identify data discrepancies and rectify problems requiring attention.
Ability to offer guidance or basic on-the-job training to more junior staff.
Language: Fluency in both oral and written communication in English. Knowledge of the local language is an added advantage.
4Ps CORE ORGANISATIONAL CAPABILITIES
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.
Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
Create an ‚I will‘/‘We will‘ spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
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.
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.