Business Support Associate
United Nations World Food Programme (WFP)Vacancy AnnouncementPosition: Business Support Associate (Country Director Office)JOB PURPOSE• To coordinate and control a full range of business support services for a specific professional area of work, to ensure that services are delivered effectively. KEY ACCOUNTABILITIES (not all-inclusive)1. Provide dedicated executive assistant support.2. Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.3. Actively seek and use feedback to improve business processes and procedures.4. Respond to complex business support queries in order to provide a timely and accurate resolution of enquiries for clients.5. Oversee the maintenance of records and databases to ensure information is organised and readily available for staff and compliant with all relevant regulations and policies.6. Revise and review correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards.7. Assist managers in planning, monitoring and reconciling budget(s) to ensure that planned financial resources are used effectively.8. Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.9. Provide a full range of complex business support services to staff to contribute to the effective functioning of business operations. 10. Provide advice, support and/or training to junior support staff in the provision of business support services, in order to support their learning in providing business support.11. Coordinate tasks of junior colleagues to ensure support services are delivered consistently and to the required standards.4Ps CORE ORGANISATIONAL CAPABILITIESPurpose• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.• Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.• Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.• Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.People• Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.• Create an inclusive culture: Facilitates team building activities to build rapport in own unit.• Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.• Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.Performance• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.• Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.• Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.• Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.Partnership• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.• Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.• Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.• Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
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