Business Support Assistant\Deputy Country Director Assistant

World Food Programme, Cairo, Egypt

Skill Required:, Business Development/ Resource Mobilization
Preferred Experience: 
5 years
Closing Date for Applications: 
17th January, 2019


Job Description

ABOUT WFP

WFP’s Global Strategic Plan 2017–2021 aligns WFP with the 2030 Sustainable Development Agenda and Goals (SDGs). It focuses on ending hunger and contributing to a revitalized global partnership to implement the Sustainable Development Goals (SDGs). Further extensive consultation with the Government and other development partners in Egypt during the second half of 2017 to allow informing and formulating the WFP Egypt Country Strategic Plan for the next 5 years until mid-2023 in line with Egypt’s development priorities, the WFP Egypt Country Office has started implementing the Country Strategic Plan (CSP). The focus of the CSP remains on support to school meals and nutrition support for Pregnant and Lactating Women as integrated part of the national social protection scheme, food assistance for assets and resilience-promotion for smallholder farmers and support to vulnerable Syrian refugees and migrants. To sustain those planned interventions, WFP will be conducting joint monitoring activities with Government representatives of key line Ministries to enforce the concepts of participation, transparency and accountability to its partners. In addition, capacity development activities will be provided to national counterparts and cooperating partners to ensure efficiency, effectiveness and sustainability and raising their capacity to conduct monitoring at the local level.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Deputy Directors or Head of Offices. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit, Chief, or the designate.

At this level job holders are expected to take responsibility for completion of a range of business support activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable Applicant with BA will be given priority

Experience:Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

  • Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
  • Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
  • Ability to carry out basic data analysis and independently rectify problems requiring attention.
  • Ability to monitor and record financial transactions.
  • Good communication skills required to give and receive information and work with a variety of individuals.
  • High level of maturity dealing and maintaining confidentiality
  • detailed orianted foucusing on achiving results
  • High level of confidentiality and discursion

Language: Fluency in both oral and written communication in English and Arabic

JOB PURPOSE

To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.

KEY ACCOUNTABILITIES (not all-inclusive)

  • Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
  • Respond to standard queries and provide timely and accurate guidance.
  • Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources
  • Manage and maintain records and databases, to ensure information is organized and readily available for staff.
  • Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
  • Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
  • Contribute to improvement of business procedures and processes.
  • Collect and perform basic analysis of data to contribute to quality business information management.
  • Provide guidance to junior colleagues in performing their duties.

In addition to:

  • Be the first point of contact for the Deputy Country Director
  • Maintain the DCD's calendar scheduling appointments, meetings and make tentative appointments.
  • Act as the initial point of contact for the Deputy Country Director in her absence, assessing priorities and re-directing calls, enquiries and requests as necessary.
  • Implements protocol procedures (welcoming and communicating with high level visitors, travel arrangement, invitations)
  • Reviews, proofreads and edits all correspondence for proper clearance prior to the Deputy Country Director’s signature;
  • Ensures effective filing and ensuring safekeeping of confidential materials;
  • Coordinates the information flow and follows up on circulation of files;
  • Ensures that all information inquiries received by the Directorate are responded to in a timely and satisfactory manner.
  • Organize internal and external meetings, events and teleconferences, including booking venues, arranging accommodation and taking minutes as required.
  • Making travel arrangements for the Deputy Country Director including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;
  • Replace Country Director Assistant when absent

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

  • Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
  • Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
  • Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
  • Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

  • Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
  • Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
  • Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
  • Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

  • Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
  • Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
  • Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
  • Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

  • Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
  • Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
  • Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
  • Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

Source:https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=10...


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