UN Admin Jobs – Business Support Assistant (Administration – Office of the Deputy Country Director) – United Nations World Food Programme (WFP)
Job Title: Business Support Assistant (Administration – Office of the Deputy Country Director) G4
Organization: United Nations World Food Programme (WFP)
Duty Station: Uganda
Reports to: Deputy Country Director
About US:
The UN World Food Programme (WFP) is the United Nations frontline agency against world hunger. It is the largest and longest serving humanitarian agency in Uganda. Currently WFP focuses on three priority areas: Saving lives in Emergencies; Building Resilience through Predictable Safety Nets; Improving Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to Access Markets. WFP has operations in various parts of the Country.
Job Summary: The Business Support Assistant (Administration – Office of the Deputy Country Director), G4 will perform administrative support functions and report to the At this level, work is carried out under minimal supervision. He/She will be expected to produce organised and accurate work, undertaking specific business support activities. He/She may offer guidance on standard practices to more junior staff in in the office. To deliver standard business support processes of WFP operations in Tororo Warehouse.
Key Duties and Responsibilities:
- under the direct supervision of the Deputy Country Director, the incumbent will be responsible for day-to-day management of the office of the Deputy Country Director DCD) as well as be the focal point on matters related to Human Resources, Finance and Administration units and will be required to undertake the following:
- Coordinate and expedite office wide responses to sensitive telephone and written enquiries on behalf of the DCD;
- Maintain the CDC’s calendar and schedule appointments and meetings and make tentative appointments on behalf of the DCD on matters to be considered prior to scheduled meetings;
- Maintain and update the office’s filing and reference syste including confidential files, performance evaluation reports and disciplinary actions;
- Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports; draft various standard correspondence and review all outgoing correspondence for composition and stye as well as grammatical accuracy, factual correctness and adequacy of treatment as adheerence to WFP procedures;
- Facilitate the flow of documents presented to the DCD for approval including internal memos, external correspondence, travel documents (TAs/TECs), leave request forms among others;
- Follow up Note for the Record (NFR)/minutes of DCD’s office meetings and ensure the minutes are circulated to relevant staff in the unit;
- Review Area Office Monthly Situation Reports for actions to Management and follow up to ensure completion of actions on behalf of the DCD and Management;
Qualifications, Skills and Experience:
- The ideal applicant must hold a Bachelor’s degree in any of the following areas: General Administration, Business Administration, Secretarial Studies, Development Studies, or related areas from a recognised education institution.
- At least three (3) years of progressive professional experience in administration, planning, cash management, reconciliation, vendor relations, reporting, Office administration, Front Office Management or related duties obtained from reputable organisations
- Proficiency in both written and oral English
- Ability to use MS Office Applications
- 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
NB: Female applicants and qualified applicants from Uganda with Ugandan Nationality are especially encouraged to apply.
How to Apply:
All candidates who desire to join the United Nations World Food Programme are encouraged to submit their applications online at the link below.
Deadline: 12th December 2019