Business Support Assistant, Berlin, Germany

Organization: WFP - World Food Programme

Country: Germany

City: Berlin

Office: WFP Berlin, Germany

We are seeking to fill a short-term position (11 months) of Business Support Assistant G3, based in the WFP Global Office in Berlin, Germany.

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 to the office location in the duty station (Zimmerstraße 79-80, 10117 Berlin) and must be German Residents holding a valid passport and/or identity card, or a valid Resident Permit to work and live in the country.

ORGANIZATIONAL CONTEXT

The World Food Programme (WFP) is the leading organization that saves lives in emergencies and changes the lives of millions of people around the world. The mission of WFP is to help the world achieve Zero Hunger by 2030. Every day, WFP works 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 to thrive. On average, WFP reaches more than 80 million people with food assistance in 82 countries each year.

For its efforts to combat hunger, for its contribution to bettering conditions for peace in conflict-affected areas and for acting as a driving force in efforts to prevent the use of hunger as a weapon of war and conflict, WFP was awarded the Nobel Peace Prize in 2020. Working at WFP will give you the opportunity to be enriched by truly meaningful work and deepen your professional expertise.

WFP’s Global Office in Berlin, Germany was established in 2004 to strengthen the partnerships with the government authorities and other stakeholders in Germany, Austria and Liechtenstein, as well as for media and public relations in the German-speaking parts of Europe. Throughout the past years, Germany emerged to be WFP’s second largest bilateral government donor.

JOB PURPOSE

Under the direct supervision of the Business Support Associate, the Business Support Assistant will deliver a range of routine business support tasks to ensure that staff are effectively supported. The selected incumbent will be responsible to provide administrative and office support to the WFP Berlin team in the following areas: travel, procurement, calendar updates, meeting requests and scheduling including logistical arrangements/document requirements for visitors, maintenance of office files and stationery/supplies. The selected incumbent will provide basic IT support, in coordination with WFP Headquarters (HQ) Technical Team, ensuring timely maintenance services for hardware and software, operating various office equipment, including photocopier, facsimile, printer, scanner, and conference call unit. The Business Support Assistant will be expected to interact professionally with a range of internal and external interlocutors, to produce accurate and organized work under close supervision or immediately available assistance, and to demonstrate good communication, proactivity and client orientation skills.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)

Collect, sort and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.

Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team.

Support the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff.

Respond to routine queries and escalate where appropriate, in order to provide a timely and accurate service to clients, e.g. providing readily available information from office files, databases or routine information.

Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff.

Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.

Make travel arrangements and support events, etc., to support staff to work effectively.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential:

Some experience in handling calendars/agenda and arranging meeting (physical and virtual).

Some experience creating and maintaining filing systems (electronic and hard copy)

Some experience handling travel arrangements (including visa formalities, hotel bookings, etc.) and procurement processes.

Some experience creating and maintaining filing systems (electronic and hard copy)

Desirable:

Some knowledge of Information Technology in order to support and guide staff on basic IT issues.

Knowledge of Microsoft SharePoint Online.

Knowledge of ERP systems and specifically SAP software.

Experience working in a United Nations common system, international organization or non-governmental organization

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education.

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

Experience: Three or more years of experience in general administrative work.

Knowledge & Skills:

Ability to use standard office equipment such as photocopiers and scanners.

Knowledge of standardised business support work routines and methods.

Knowledge of standard office software packages, e.g. Microsoft Word/ Excel.

Uses tact and courtesy to give and receive information with a variety of individuals.

Good attention to detail in order to identify data discrepancies.

Ability to work to deadlines and follow clear instructions

4Ps CORE ORGANISATIONAL CAPABILITIES as outlined in the Generic Job Profile ‚Business Support Assistant G3‘ apply

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 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:

German Residents holding a valid passport and/or identity card, or a valid Resident Permit to work and live in the country.

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 (Zimmerstraße 79-80, 10117 Berlin).

Please note that applications should be sent in English.

Deadline for applications: 2 September 2021.

Link to the organization’s job offer: https://unjobs.org/vacancies/1629315077850