Business Support Assistant (Facility, Assets, Petty Cash) SC 4 , Dohuk WFP/IRQ/2017/34

Career Opportunities: Business Support Assistant (Facility, Assets, Petty Cash) SC 4 , Dohuk WFP/IRQ/2017/34 (16481)

Requisition # 16481 - Posted 05/03/2017 - Short Term-SC WFP - Middle East - Iraq - Dohuk

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ABOUT WFP

The World Food Programme (WFP) is the United Nations frontline agency mandated to combat global hunger, which afflicts one out of every seven people on earth.

ORGANIZATIONAL CONTEXT

At this level, work is carried out under minimum supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.

JOB PURPOSE

To deliver standard business support processes for Administration in Dohuk WFP Sub Office.

KEY ACCOUNTABILITIES (not all-inclusive)

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.

OTHER SPECIFIC JOB REQUIREMENTS

• Administer petty cash for the Dohuk Office, producing necessary reports on expenditures.
• Responsible for the Csah Based Transfer activities covered by the Sub Office.
• Facilitate the booking of venues for workshops, hotel, trainings and meetings when needed and provide necessary stationery supplies
• Maintain the office inventory database (GEMs) and ensures that all equipment are labeled according to the WFP rules and regulations
• Ensure that all Programme equipment is used with care and for the purpose intended, providing management with information on status of the same
• Perform other related duties as required.




 

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

• 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.

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.
   

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education.
Experience: Two 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.
Language: Fluency in both oral and written communication in English and Kurdish.

DEADLINE FOR APPLICATIONS

16 March 2017