Job Title: Business Support Associate
Organization: United Nations
World Food Programme (WFP)
World Food Programme (WFP)
Duty Station: Kampala,
Uganda
Uganda
Position Grade: NOB
Reports to: Country Director
About US:
The UN World Food Programme (WFP) is the United Nations frontline
agency against world hunger. It is the largest and longest serving humanitarian
agency in Uganda. Currently WFP focuses on three priority areas: Saving lives
in Emergencies; Building Resilience through Predictable Safety Nets; Improving
Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to
Access Markets. WFP has operations in various parts of the Country.
agency against world hunger. It is the largest and longest serving humanitarian
agency in Uganda. Currently WFP focuses on three priority areas: Saving lives
in Emergencies; Building Resilience through Predictable Safety Nets; Improving
Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to
Access Markets. WFP has operations in various parts of the Country.
Job Summary: The Business
Support Associate will support the United Nations World Food Programme (WFP) by
carrying out front office management functions. At this level, the job holder is expected to demonstrate
responsibility and initiative to respond independently to queries with only
general guidance. He/she has a responsibility for undertaking specialised
business support work, such as organisation and coordination of work. There is
a requirement to use judgment in dealing with unforeseen problems on a daily
basis. The Job holder is expected to manage resources, and coach and/or
coordinate a team of support staff. The incumbent will oordinate and control a
full range of business support services for a specific professional area of
work, to ensure that services are delivered effectively.
Support Associate will support the United Nations World Food Programme (WFP) by
carrying out front office management functions. At this level, the job holder is expected to demonstrate
responsibility and initiative to respond independently to queries with only
general guidance. He/she has a responsibility for undertaking specialised
business support work, such as organisation and coordination of work. There is
a requirement to use judgment in dealing with unforeseen problems on a daily
basis. The Job holder is expected to manage resources, and coach and/or
coordinate a team of support staff. The incumbent will oordinate and control a
full range of business support services for a specific professional area of
work, to ensure that services are delivered effectively.
Key Duties and
Responsibilities:
Responsibilities:
·
The jobholder manages the schedule and work
program of the Country Director, including official receptions. Keeps Country
Director informed by providing relevant information, reports or status updates.
The jobholder manages the schedule and work
program of the Country Director, including official receptions. Keeps Country
Director informed by providing relevant information, reports or status updates.
·
The incumbent maintains telephone and
particularly frequently called persons.
The incumbent maintains telephone and
particularly frequently called persons.
·
Organizes meetings for Country Director;
initiates and coordinates preparation of agenda and necessary documentation for
meetings as well as workshops and conferences; acts as Secretary to the
meetings.
Organizes meetings for Country Director;
initiates and coordinates preparation of agenda and necessary documentation for
meetings as well as workshops and conferences; acts as Secretary to the
meetings.
·
Carries out research, compiles data support from
records, reports and prepares periodic and adhoc reports as may be needed.
Carries out research, compiles data support from
records, reports and prepares periodic and adhoc reports as may be needed.
·
Quickly responds to routine queries in a timely
and accurate manner.
Quickly responds to routine queries in a timely
and accurate manner.
·
Maintains organized filing system for office of
the Country Director in accordance with established classification system.
Maintains organized filing system for office of
the Country Director in accordance with established classification system.
·
Performs other administrative and logistic
support duties as required
Performs other administrative and logistic
support duties as required
Qualifications, Skills and Experience:
·
The ideal candidate for the United Nations UN
World Food Programme (WFP) Business Support Associate job opportunity should
hold a University degree in Secretarial Studies, Social Sciences or related
field obtained from a recognized institution;
The ideal candidate for the United Nations UN
World Food Programme (WFP) Business Support Associate job opportunity should
hold a University degree in Secretarial Studies, Social Sciences or related
field obtained from a recognized institution;
·
A minimum of six (6) years of relevant working
experience in providing executive assistant to high level management and in
general administrative work.
A minimum of six (6) years of relevant working
experience in providing executive assistant to high level management and in
general administrative work.
·
Work experience in a multicultural environment
is desirable.
Work experience in a multicultural environment
is desirable.
·
Excellent oral and written communication skills
Excellent oral and written communication skills
·
Excellent minute taking and ability to follow
rapid and complex discussions
Excellent minute taking and ability to follow
rapid and complex discussions
·
Ability to build relationships in a
multicultural environment and across functions.
Ability to build relationships in a
multicultural environment and across functions.
·
High standards of individual integrity and
ability to maintain confidentiality
High standards of individual integrity and
ability to maintain confidentiality
·
Ability to multitask in a fast paced dynamic and
diverse environment.
Ability to multitask in a fast paced dynamic and
diverse environment.
·
Strong expertise in Microsoft Office
applications
Strong expertise in Microsoft Office
applications
·
Fluency in oral and written English
Fluency in oral and written English
4Ps Core Organisational
Capabilities:
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.
How to Apply:
All candidates who desire to join the United Nations World Food
Programme (WFP) are encouraged to submit their applications online at the link
below.
Programme (WFP) are encouraged to submit their applications online at the link
below.
Deadline: 23rd October
2017
2017
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