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, color, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.
The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the worldachieve Zero Hungerin 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.
The United Nations Humanitarian Response Depot (UNHRD), managed by WFPs Supply Chain Division, is a network of six strategically located depots that procures, stores,and transports emergency supplies (non food items) on behalf of the humanitarian community. It focuses on emergency preparedness and response, and enables the strategic stockpiling of relief items and equipment for its 99 Partnersincluding UN agencies, governmental and non-governmental organizations. The depots provide a full range of comprehensive supply-chain solutions and are located in Italy (Brindisi), United Arab Emirates (Dubai), Ghana (Accra), Panama (Panama Coity),Malaysia (Kuala Lumpur) and Spain (Las Palmas de Gran Canaria).
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.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Collect, sort and disseminate correspondence, reports and other material to meet the required demands of staff to time standards. 2. Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients. 3. Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff. 4. Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations. 5. Make travel arrangements and support events, etc., to support staff to work effectively. 6. 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. 7. Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team.
OTHER SPECIFIC JOB REQUIREMENTS
1. Extract and input data from various sources in administrative, procurement, logistics and other WFP corporate systems. 2. Respond to a variety of enquiries from staff in the office, from elsewhere in WFP and from UNHRD clients and supply readily available information from office files, databases or routine information by liaising with other offices as appropriate. 3. Update charts and tables utilizing graphic tools, design hard copy and computer resident forms; update and track computer assisted processing of administrative actions. 4. Prepare a variety of material such as correspondence, basic reports and parts of larger papers. 5. Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for external use. 6. Check accuracy of basic calculations, coding, and data.
7. Ability to use SAP system for the transactions relevant to Logistics and Customer Services. 8. Support with the preparation of shipping documentation such as Packing Lists, Gift certificates and Customs documentation. 9. Assistance to Logistics Officer in the preparation of bidding documents for the management of contracting of Transport and other Logistics related services and draft evaluation matrices and minutes for the LTC.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. Experience: Three years of experience in general administrative work. Knowledge & Skills: Ability to use standard office equipment such as photocopiers and scanners. Knowledge of standardized 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. Language:Languages:Fluency in English and Spanish.
TERMS AND CONDITIONS
Number of openings: 1 Unit: UNHRD Based in: Panama City, Panama Type of Contract: Fixed Term Level: General Service level 3 Duration: 12 months. Only short-listed qualified candidates will receive an acknowledgement. This position is open only to Panamanian citizens or residents with permanent work permit. You can consult the UN Salary Scale page forPanama, for your reference. Fixed-Term appointments are for a continuous period of one year or more and shall have a specified expiration date. The initial appointment is subject to a probationary period of one year.
HOW TO APPLY
To apply, please create a personal account and fill out the profile form with your personal information atcareer opportunities. If you are internal applicant, apply through your E-Recruitment profile. In the application form, ensure filling the mandatory sections, attaching your CV, answering the pre-screening questions and agreeing on the legal statement before submitting your application. Selection of staff is made on a competitive basis on account of potential and performance. All applicants will undergo a rigorous process which includes screening against job requirements, a technical test, and a panel interview.
DEADLINE FOR APPLICATIONS
The deadline to apply for this position is January 12, 2022.
All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks. No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.