Business Support Assistant (BSA) Country Director’s Office G3 Mogadishu Full Time

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

POSTING DATE

Date of Issue: Thursday 12th of October 2023                                                                                       Closing date: Wednesday 25th of October 2023

ABOUT WFP

The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  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.

JOB PURPOSE

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

KEY ACCOUNTABILITIES (not all-inclusive)

•    Effective and Efficient Functioning of the CD’s Office:
1. Calendar Management: Organize all aspects of the CD’s (and DCD’s) calendar, including securing high-level appointments and resolving scheduling conflicts.
2. Travel Arrangements: Take ownership of the CD’s travel arrangements, including ticketing, security clearance, accommodation bookings, and ground transportation.
3. Preparation and Support: Ensure the CD is well-prepared for meetings and appointments with necessary agenda items, talking points, briefing papers, and background documents. Draft email communications as needed.
4. Confidentiality: Maintain the highest levels of confidentiality in all matters related to the CD’s office as directed.

•    Programmatic Support to the CD:
1. Stakeholder Engagement: Engage and liaise with internal and external stakeholders before, during, and after meetings/events, including government ministries, donors, UN agencies, NGOs, and the private sector.
2. Meeting Logistics: Organize all aspects of meeting venues, logistics, and documentation, ensuring smooth execution of meetings and events.
3. Translation Support:Provide informal translations of documents and conversations for the CD as necessary.
4. Follow-up: Proactively follow up on critical action items for the CD’s review and action.

•    Effective Communication and Knowledge Management Support:
1. Stakeholder Contact List: Maintain a contact list of all relevant internal and external stakeholders.
2. Documentation: Develop and maintain a well-organized filing system, ensuring safe storage of confidential information and materials.
3. Correspondence: Prepare and circulate correspondences, directives, and communications, with proper referencing and recording for incoming and outgoing letters.

•    Contribute to High Performing Teams and Innovation:
1. Ad-Hoc Support: Be available to respond to ad-hoc and urgent requests from both internal and external clients.
2. Management Advice: Actively seek management advice in critical situations and use feedback to improve processes and procedures.
3. Process Improvement: Assess and recommend improvements to procedures and practices related to the front office’s functioning.
4. Client Relationships: Build strong relationships with internal and external clients to effectively respond to complex business issues.
5. Responsiveness: Maintain a high standard of responsiveness, proactiveness, and organization.

MINIMUM ROLE REQUIREMENTS

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

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

Language: Fluency in oral and written communication in English and Somali (proficiency/level C).

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.
• 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.

TERMS AND CONDITIONS

Contract Duration:  1 Year (Initial)

APPLICATIONS INSTRUCTION

                    Interested and qualified candidates are requested to submit online applications through E-Recruitment.

Applications that do not meet the above requirements will be disregarded.

Only shortlisted candidates will be contacted.

This position is open to qualified Somali candidates.

    Female candidates, in particular, are encouraged to apply.

WFP does not charge any application fees to candidates.

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment