Job Vacancy United Nations at WFP South Africa – Business Support Assistant (Administration) May, 2020

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New Jobs Opportunities at The United Nations World Food Programme (WFP) –  South Africa, 2020 Jobs27 | South Africa Jobs 2020 | Jobs in SA 2020 | Jobs in South Africa 2020 Career Opportunities: Business Support Assistant (Administration) 
Location: Johannesburg
(12 Months Renewable Contract) G5 (122083) WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.
Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
ABOUT WFP
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to end global hunger. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their shattered lives. Present in nearly 80 countries, the organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to nutritious food and contribute to the lasting solutions, especially in many of the world’s most remote and fragile areas. We manage an operating budget of approximately $5.9 billion each year, distributing 12.6 billion rations to those most in need. We reach an average of 80 million people with food assistance in around 80 countries each year. The World Food Programme office in Johannesburg is a Regional Office coordinating and supporting the delivery of humanitarian assistance to 11 Southern Africa countries including, Mozambique, Zimbabwe, Zambia, Namibia, Lesotho, Eswatini, Botswana, Malawi, Madagascar, Democratic Republic of Congo, Congo Brazaville.
For more on WFP and what we do, please go to http://www.wfp.org/videos/zero-hunger

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)
Under the direct supervision of the Administration Officer, the Business Support Assistant will be responsible for the following tasks:

• Raise Purchase requests (PRs), Service Entry Sheets (SES) /Goods Received Notes (GRNs) on time and monitor conversion to Purchase Order (PO).
• Monitor and process invoices on the Invoice Tracking System and ensure process follows IPSAS guidelines.
• Monitor PO values and ensure enough funds for invoice processing each month.
• Reconcile all invoices against the Purchase Orders.
• Provide quotations and prepare assessments for PR/MPO creation for goods and services and make appropriate follow ups on deliveries and collecting/filing of supporting documents.
• Raise MPOs for the Unit in accordance with MPOs directive and generate quarterly reports on total MPOs and value for the unit.
• Act as focal point for all meetings and workshops for the Regional Bureau. This includes booking of hotels and facilitating all payments related to the event in line with WFP’s financial guidelines.
• Facilitate hotel bookings, land transport for airport pick up and drop offs for all incoming staff as per UN security requirement, as and when required.

STANDARD MINIMUM QUALIFICATIONS
Education:
Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience:
Four 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.
• Ability to maintain confidentiality.
• A working knowledge of the SAP system would be highly advantageous.

Language:
Fluency (level C) in written and spoken English language.

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.

CLOSING DATE FOR APPLICATIONS
This vacancy announcement will close on Friday, 22 May 2020 at 11:59pm Johannesburg time.
This position is only open to South African Citizens OR candidates with a South African Permanent Residence Permit
Qualified female applicants are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
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