Business Support Assistant /Receptionist G4
World Food Programme (WFP)
Borno
12d ago
source : myJobmag
  • adsbygoogle ).push( );
  • This job has expired. View current and similar jobs below

  • adsbygoogle ).push( ); If you have not been getting our emails, check your Spam folder folder on Yahoo or Promotions tab on Gmail;
  • mark us as Not Spam and add us to your contact list.

    The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to end global hunger.

    Every day, WFP works worldwide 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.

    Requisition # : 80901

    Location : Maiduguri, Borno

    Organizational Context

    This job is located in WFP Maiduguri Area Office, Nigeria. Job holders typically provide administrative support to team(s) and / or support a specific business stream, and report to the relevant Associate.

    At this level, work is carried out under close supervision and job holders are expected to produce organised and accurate work.

    Job Purpose

    To deliver a limited number of routine business support tasks, to ensure that staff are effectively supported.

    Key Accountabilities (not all-inclusive)

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

    Respond to simple routine queries with readily available support by senior staff, and escalate where appropriate, in order to provide a timely and accurate response to enquiries.

    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.

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

    Assist in creating simple images or information using standardised templates, such as graphs or tables to support the drafting of reports for staff.

    4Ps Core Organisational Capabilities

    Purpose :

    Understand and communicate the Strategic Objectives : Builds an understanding of WFP’s Strategic Objectives.Be a force for positive change : Approaches individual tasks and responsibilities with a positive attitude and demeanor.

    Make the mission inspiring to our team : Understands the impact of WFP activities in beneficiary communities.Make our mission visible in everyday actions : Connects individual tasks and responsibilities to unit’s goals and mission.

    People :

    Look for ways to strengthen people's skills : Seeks opportunities to build and enhance individual skills.Create an inclusive culture : Demonstrates respect and understanding for diversity and cultural differences.

    Be a coach & provide constructive feedback : Identifies and approaches colleagues or supervisors to serve as coaches.Create an I will / We will spirit : Sets clear goals and measurable targets for own tasks and responsibilities.

    Performance :

    Encourage innovation & creative solutions : Assesses own tasks and responsibilities to find ways to be more efficient.Focus on getting results : Maintains accurate records of completion times and tasks in own areas of responsibility.

    Make commitments and make good on commitments : Understands responsibilities and the metrics associated with own tasks.Be Decisive : Notifies supervisors of dangerous situations or potential issues that may arise while in the field or office.

    Partnership :

    Connect and share across WFP units : Understands WFP’s organizational structure, including the purpose and mission of each unit.

    Build strong external partnerships : Supports team in working with colleagues and WFP’s partners in the field toward common goals.

    Be politically agile & adaptable : Maintains a professional and courteous relationship with other WFP employees and partners in the field.

    Be clear about the value WFP brings to partnerships : Understands own team’s contributions in its partnerships with internal and external stakeholders.

    Standard Minimum Qualifications

    Education : Completion of secondary school education.Experience : Two or more years of experience in general administrative work.

    Knowledge & Skills :

    Ability to use standard office equipment such as photocopiers and scanners.Ability to follow standard business support processes and procedures.

    Knowledge of standard office software packages, Ability to provide information using courtesy and tact.Good attention to details.

    Language :

    General Service (Headquarters) : Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.

    General Service (Field) :

    Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

    Ref Id : 81462

    Location : Maiduguri, Borno

    Organizational Context

    This job is found in WFP warehouses. Job holders report to the Warehouse Management Associate.At this level, job holders typically work in large WFP warehouses with very busy and complex warehouse operations and are required to operate with a high degree of independence.

    They manage a number of warehouse support staff to achieve effective warehouse management.

    Job Purpose

    To coordinate receipt / dispatch and verification of commodities in order to maximise quality of warehouse operations and mitigate losses, and ensure implementation of the best storage management practices and compliance with WFP warehouse guidelines and standards.

    Key Accountabilities (not all-inclusive)

    Coordinate and / or receive / dispatch commodities including transhipment (truck to truck) against official approved documentation () ensuring accuracy in physical count of commodities including the quality in compliance with the established standards.

    Review, verify and sign off warehouse and transport documents, and ensure accurate maintenance of confidential files and warehouse transaction records to enable immediate reporting on commodity movements in line with the corporate requirements.

    Conduct daily warehouse closing reconciliation and accurate inventory checks supporting internal control systems in compliance with the warehouse management requirements.

    Perform daily inspections and prepare reports on the quantity and quality of the commodities received / dispatched and handled, detect promptly and analyse reasons for stock discrepancies / damages, investigate missing quantity and prepare warehouse loss reports recommending appropriate solutions, to enable informed decision-

    making.Support regular physical stock inventory exercise, to ensure compliance with IPSAS and standard business requirements.

    Implement appropriate measures to safeguard food and non-food commodities, to ensure quality control using standard preventive measures in line with WFP established procedures.

    Monitor condition of the warehouse and commodities and take appropriate actions, to support efficient warehouse space-planning and well-

    organized commodity storage following WFP warehouse standards.Provide supervision, guidance and on-the-job training to warehouse staff supporting their development and high performance.

    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.

    Functional Capabilities

    Supply Chain Management and Optimization :

    Displays aptitude at monitoring and reporting on supply chain operations to enable teams to efficiently assess the performance and sustainability of current networks.

    Planning, Project & Resource Management :

    Supports the planning, forecasting & resource management efforts of own team by collecting data from diverse sources.

    Information Management & Reporting :

    Collates accurate and timely information and data to enable informed decision making on reporting within individual unit and consequently the greater humanitarian community.

    Market Analysis, Contracting and Operational Execution :

    Ability to collect and collate necessary information to enable WFP to make informed operational decisions.

    Warehouse and Inventory Management :

    Demonstrates ability to implement operational warehouse procedures and normative guidance in order to manage WFP’s warehouse, handle inventory effectively through corporate systems, and ensure loss mitigation.

    Technical Assistance and Coordination :

    Demonstrates awareness of the importance of technical assistance and coordination with key stakeholders and an ability to carry out logistics activities, respecting individual mandates and programme priorities.

    Standard Minimum Qualifications

    Education :

    Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

    Language :

    Fluency (level C) in the UN language in use at the duty station and in the duty station’s language, if different.

    Desired Experiences for Entry into the Role :

    Experience using logistics databases to monitor ongoing shipments, pipeline information, insurance claims, and food stock.

    Experience analysing data (on commodities, funds, etc.) and drafting reports.Experience in measuring service providers’ performance against set KPIs.

    Experience in assisting the preparation of contract documentation.Experience in providing technical business support in corporate systems.

    Terms and Conditions

  • Selected candidate will be employed on a fixed-term contract with a probationary period of one year.WFP offers an attractive compensation package. (adsbygoogle ).push( );
  • Location : Maiduguri, Borno

    Organizational Context

    These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ).Job holders may either perform administrative support functions in the front office and report to the Business Support Associate, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate.

    In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, Chief, or the designate.

    At this level, work is carried out under minimal 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 a specific professional area of work, to facilitate effective service delivery.

    Key Accountabilities (not all-inclusive)

    Under the direct supervision of the Administrative Officer and the overall supervision of the Head of Admin, the incumbent will perform the following duties :

    Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.Monitors visitor access and issues passes when required.

    Answers questions about the office and provides callers with address, directions, and other information.Maintains safe and clean reception area by complying with procedures, rules, and regulations.

    Prepare MSCR for mission / trips for the Area office and circulation of data to all the staff.Perform basic storekeeping duties such as store and release supplies or equipment, compile the records of the supplies, check the supplies from time to time.

    Record the number and the kinds of supplies, disseminate the supply in its designated areas, secure the status of each supply and check possible damages or scratches.

    Maintain the general filing system and file all correspondence.Preparation of routine correspondence, faxes, memoranda and reports.

    Manage and maintain records and database, to ensure information is organized and readily available for staff.Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.

    Contribute to improvement of business procedures and processes, respond to standard queries and provide timely and accurate guidance.

    Request and retire operational cash advances / petty cash for Admin unit in a timely manner.Receive in-coming Administrative documents and do market survey when necessary.

    Perform other duties as required by Administrative unit.

    4Ps Core Organizational Capacities

    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. Post-Secondary School certification or additional training in administrative field is required.

    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 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.

    Desired Experiences for Entry into the Role

    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.

    Terms and Conditions

    Qualified female candidates are encouraged to apply.Only shortlisted candidates will be contacted at each stage.Only Nigerian nationals and holders of valid residence & work permits are eligible to apply.

    Applications should be submitted in English and online only.

    Method of Application

    Use the link(s) below to apply on company website.

    Did you notice an error or suspect this job is scam? Tell us.

    Your Email Type Your Message

    Type the email of your friend (Separate multiple emails with comma)

    Type your email Type Your Email Message

    I think you may be interested in this position - Fresh Jobs at the United Nations World Food Programme (WFP). This is the link : !

  • adsbygoogle ).push( );
  • Apply
    Add to favorites
    Remove from favorites
    Apply
    My Email
    By clicking on "Continue", I give neuvoo consent to process my data and to send me email alerts, as detailed in neuvoo's Privacy Policy . I may withdraw my consent or unsubscribe at any time.
    Continue
    Application form