Business Support Assistant Sc-3

WFP

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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, physical or mental disability.

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 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.

ORGANIZATIONAL CONTEXT

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 PURPOSE

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. In charge of asset count and recording of new assets in SAP for the Panama hub in line with corporate guidelines and deadlines. 2. Management of stationery and toiletries in the hub. 3. Recording and control of commitments due to administrative services in SAP Expenditures timely recognized in the system. 4. Assist the office during events, visits hosted by UNHRD. 5. Ensure annual administrative services are properly and timely delivered in the Hub, for example cleaning services, courier, telephone, etc. and provide support to the rest of the Hubs (PR creation). 6. Any other task assigned as per operational requirements.

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: Service Contract 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. Individuals whose services are contracted under the SC (SC holders) are not WFP staff members, and their terms of employment are not governed by the FAO Staff Regulations and Rules.

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.

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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.