Business Support Assistant
( Light Vehicles Fleet & Assets Management),
Dire Dawa, Ethiopia
WFP - World Food Programme
Closing date: Friday, 13 July 2018
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OB PURPOSE
To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery
KEY ACCOUNTABILITIES (not all-inclusive)
- Gather information with clear direction to support the drafting of documents and preparing reports by other staff;
- Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients;
- Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources;
- Provide revision and proofreading services for standard documents, to contribute to the development of accurate documentation;
- Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function;
- 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;
- Take responsibility for data integrity to facilitate availability of accurate information in corporate systems;
- Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards;
- Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff;
- Perform other duties as required.
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