WFP Washington Office (MPC) - Business Support Associate G6

at  World Food Programme

DEADLINE FOR APPLICATIONS

1 September 2024-23:59-GMT-08:00 Pacific Time (Los Angeles)
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.
Are you interested in further developing your professional experience while contributing to ending global hunger? Are you passionate about helping those in need? Would you like to join a global organization investing in its people?
If so, an exciting & fulfilling career awaits you!!! Join our diverse and passionate team that works on varied and international projects directly contributing to saving & changing millions of lives around the globe.

QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education. A post-secondary certificate in the related functional area.
Experience: Six or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Language: Fluency (level C) in English.

Knowledge and 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

THE ROLE

Under the general supervision of the Deputy Director of the Washington Office, the Business Support Associate will be reporting to the Administrative Team Lead. The Business Support Associate will be required to support the delivery of high quality, specialized and/or standardized administrative and human resources (HR) related processes and activities to contribute to the successful and effective delivery of administrative services in the Washington office.
KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
1) Provide dedicated executive assistant support.
2) Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.
3) Actively seek and use feedback to improve business processes and procedures.
4) Respond to complex business support queries to provide a timely and accurate resolution of enquiries for clients.
5) Oversee the maintenance of records and databases to ensure information is organised and readily available for staff and compliant with all relevant regulations and policies.
6) Revise and review correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards.
7) Assist managers in planning, monitoring and reconciling budget(s) to ensure that planned financial resources are used effectively.
8) Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.
9) Provide a full range of complex business support services to staff to contribute to the effective functioning of business operations.
10) Provide advice, support and/or training to junior support staff in the provision of business support services, to enhance their learning.
11) Coordinate tasks of junior colleagues to ensure support services are delivered consistently and to the required standards.

SPECIFIC ROLE REQUIREMENTS

Essential:

• Experience in processing and providing administrative support to senior managers, including calendar management, protocol assistance, preparation, and proofreading of correspondence /memos/communications.
• Experience dealing with travel, time management, procurement, and HR recruiting /contracting.
• Good communication skills (verbal and written), attention to detail, confidentiality, discretion, and good teamwork skills.
• Good knowledge and proficiency in the use of Microsoft Office Suite.

Desirable:

• Experience in supporting the organization of meetings, retreats, and events (physical and virtual).
• Experience interacting with International Organizations, Regional Bureaux, Country Offices, and external stakeholders.
• Knowledge and experience in the use of HCM – Human Capital Management and ERP (enterprise resource planning – SAP);
• Knowledge (level B) of a second UN language (Arabic, Chinese, French, Russian, and Spanish).

Knowledge and 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.