Business Support Assistant (Programme), SC-5, Manila

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WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees.

We encourage qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity, and disability.

ABOUT WFP

The United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate.  We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change.

The World Food Programme’s engagement in the Philippines is constantly evolving. Initially commencing operations in the 1960s, WFP officially re-established its presence in 2006 to support the peace process in Mindanao, to provide life-saving food assistance in emergencies and to develop programmes that seek to improve nutrition and the overall quality of life of vulnerable people. 

Since 1 July 2018, WFP has been implementing a five-year Country Strategic Plan (CSP 2018-2023) to support the Government of the Philippines to address food insecurity, reduce malnutrition and build the resilience of vulnerable populations.  In its strategic plan, WFP identified four outcomes and five main activities: 

• Strategic outcome 1: Crisis-affected people in the Philippines are able to meet their food and nutrition needs during and immediately after an emergency. 
• Strategic outcome 2: Women, boys and girls in provinces prioritized by the Government have adequate and healthy diets to reduce malnutrition by 2022 in line with government targets. 
• Strategic outcome 3: Vulnerable communities in Mindanao have improved food security and nutrition by 2022 in line with government targets. 
• Strategic outcome 4: National and local government agencies have enhanced capabilities to reduce vulnerability to shocks by 2022.

Job Details

This position is open to Filipino nationals only

ORGANIZATIONAL CONTEXT

Reporting to the Head of Programme (HoP), the Business Support Assistant is responsible for providing administrative support to the HoP and the overall programme team.
The BSA Programme will also work in close coordination with the Programme staff and other internal stakeholders and provide administrative support to ensure the official flow of information, action on instructions, and agendas.

At this level, work is carried out under minimal supervision. The BSA (Programme) is expected to produce organized and accurate work, undertaking specific business support activities.

JOB PURPOSE

To deliver standard business support processes for Head of Programme and overall Programme unit, to facilitate effective service delivery.

KEY ACCOUNTABILITIES (not all-inclusive)

Within the assigned unit and delegated authority, the Business Support Assistant (Programme) will be responsible for the following duties:
1. In charge of a variety of administrative tasks for the HoP, including but not limited to managing the organization of in-person and online meetings; calendar of appointments; composing and preparing correspondences; arranging detailed travel plans, itineraries, and agenda including preparation of briefing materials for the use of on official trips or meetings.
2. Facilitate HoPs interaction with various external stakeholders through written, verbal and electronic communication, through collaborative and proactive relationships with counterparts and colleagues in partner offices.
3. Meet and greet official visitors and ensure protocol matters, coordinate logistics arrangements related to visits.
4. Support HoP in managing routine administrative, budgetary, and financial tasks to contribute to the effective and timely management of Programme Implementation Plan.
5. Maintain and organize up-to-date Programme repository of files with relevant legal documents, concept notes, briefs, and other confidential documents.
6. Maintain a login system and follow up to ensure that replies are timely or that action is taken within the established deadline.
7. Act as the secretariat for programme meetings and other internal meetings chaired by HoP as necessary.
8. Gather information and inputs from relevant staff, to support the drafting of documents and preparation of reports and PowerPoint presentations.
9. Provide revision and proofreading services for standard documents, to contribute to the development of accurate documentation.
10. Respond to queries and escalate where appropriate, to provide a timely and accurate service to clients.
11. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
12. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff to support clients to deliver their work.
13. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
14. Perform tasks on We Travel and WINGS processes to make travel arrangements for programme unit and liaise in resolving travel issues with Management Services Team.
15. Perform tasks on sourcing Micro Purchase Orders/ SES/GRN and relevant WINGS for programme unit and assist in resolving related purchase issues.
16. Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

17. Provide support to the Deputy Country Director (DCD) during the absence of the Business Support Associate; and
18. Perform other related duties as required

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary education if required. Bachelor's degree in business administration or other degree related to the area of work is an asset.
Experience: Minimum five years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Knowledge and Skills:
• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Very strong interpersonal skills and the ability to establish and maintain good working relationships with top management, internal colleagues, external partners, and donors.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responses.
Language: Fluency in Filipino and English, both oral and written communicationN/A

WFP LEADERSHIP FRAMEWORK

All WFP Employees are expected to demonstrate the competencies and standards of behavior aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:

• Leading by example with integrity,
• Driving results and delivering on commitments,
• Fostering inclusive and collaborative teamwork,
• Applying strategic thinking,
• Building and maintaining sustainable partnerships.

HOW TO APPLY

To be considered, interested candidates are invited to apply via https://www.wfp.org/careers/job - openings. Only short-listed candidates will be contacted.

WFP will not request payment at any stage of the recruitment process, including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.

Request for Disability-related Reasonable Accommodations

It is essential for WFP to create an accessible and inclusive workplace for everyone. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and hiring process, please direct your request and inquiries to the Diversity and Inclusion team through global.inclusion@wfp.org.

A member of the reasonable accommodation team will contact you to confidentially discuss your needs.

The above emails are only to be used for any disability-related accessibility requirements and not for sending the application itself. Due to the volume of applications, any applications or CVs sent through this email address will not be considered formal applications and will not receive a reply from WFP.

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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

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.