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Job Title: Business Support Assistant
Section/Unit: ICT
Grade Level: FT G4
No. of Post: 1
Duty Station: Khartoum
Duration: 12 Months
Closing Date: 15 July 2018


 

UN/WORLD FOOD PROGRAMME

Terms of Reference —Business Support Assistant

ORGANIZATIONAL CONTEXT:

At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. They have responsibility for undertaking specialised business support work, such as organisation and coordination of work. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources, and coach and/or coordinate a team of support staff.

 

JOB PURPOSE: To coordinate and control a full range of business support services for a specific professional area of work, to ensure that services are delivered effectively.

Job Descriptions:

  1. Perform administrative procurement activities in a timely and efficient manner in close collaboration with Procurement Unit to support Information Technology department in the acquisition of goods and services for efficient field operations.
  2. Compile data, prepare and distribute documents, to support successful Information Technology procurement programs and operational activities, (e.g. prepare input for tenders,   contracts), ensuring standard processes are followed.
  3. Review, record and prioritize purchasing requests, ensuring all supporting documentation is

received, and funding is available, in order to enable the procurement of goods and services;

  1. Contribute to planning, monitoring and processing administrative actions staffing, finance, including contracts with external vendors within Information Technology to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
  2. Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
  3. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
  4. Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
  5. Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
  6. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function;
  7. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work;
  8. Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards;
  9. Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

Perform other related duties as required.

       

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE:

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

Experience: Two to three years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

  • Specialised knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.
  • Good communication skills in order to provide specialised business support services to a wide range of individuals.
  • Ability to analyse and interpret financial data and monitor budgets.
  • Ability to proactively identify and recommend areas for improvement to the design and delivery of specialised services.
  • Ability to build relationships with a variety of individuals across functions.

Experience in coordinating the work of others and self and training and supporting others.

  • Ability to maintain confidentiality.

 

Language:

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

 




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