Business Support Assistant (Fleet Centre) SC 4

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.

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  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.

WFP’s operation in the UAE was established in 2001 and has since become a crucial base for global humanitarian operations, supporting the emergency preparedness and fast intervention activities of both WFP and its humanitarian partners. The strategic location of the UAE, world-class logistics infrastructure, supportive host government and access to huge supplier markets makes WFP in the UAE ideally situated to deliver critical aid services to operations around the world.

Qualified female candidates and UAE Nationals are strongly encouraged to apply.

Education: 
Completion of secondary school education.  IT systems courses or certificates are desirable.
 

Experience:
At least three years of progressively responsible support work experience in Web-based Vehicle Tracking System and general office administrative work.
 

Language: 
Language Proficiency in written and spoken English Language.  Knowledge of another official UN language is an advantage.
 

Knowledge and Skills:
• Ability to use standard office equipment such as photocopiers and scanners.
• Technical knowledge of vehicle and mechanical systems
•  Experience with installation and set-up of VTS in automotive vehicles
• Ability to produce accurate and detailed reports
• Knowledge of standard office software packages, e.g. Microsoft word.
• Ability to provide information using courtesy and tact.
• A valid UAE driver’s license.

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders may either perform administrative support functions in the front office and report to the Business Support Associate, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate. In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, Chief, or the designate.
At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.  

Position Title: Business Support Assistant (Fleet Centre)

Service Contract for duration of 12 months with possibility of extension.

Level: SC 4

Salary starts from AED 12,999.60 per month (inclusive of pension), plus insurance and other benefits.

Under the overall guidance of the Fleet Centre Manager and the direct supervision of the Fleet Systems Coordinator, based in Dubai-UAE, the incumbent shall have the following duties and responsibilities:

1. Create and maintain SoPs/ Installation guides to support standardisation of VTS installation/ validation processes and perform regular quality assurance checks. 
2. Record any hardware/ software issues during installations/ validation of the VTS and report/ discuss accordingly with Fleet Systems team to further report to the VTS provider.
3. Setup VTS Accounts ensuring the COs have appropriate and smooth system-access to use VTS platform effectively for LV tracking.
4. Responsible for VTS airtime subscriptions and activation for all VTS units installed on WFP LVs globally and on other UN/NGO stakeholders (if required).
5. Ensure all VTS airtime payments are completed in due time and confirmed by the VTS provider as well as updating all VTS costing/payments details in FleetCentre Internal records.
6. Update “VTS Inventory Tracking Sheet” ensuring FleetCentre is provided with accurate inventory records of Global VTS equipment and operational status and assist in updating/ maintaining VTS details in FMS/ Asset Database.
7. Provide technical support and insight to COs queries both on hardware and web-application of the VTS.
8. Register and keep a record of all assistance/ support provided to identify areas of improvement and facilitate the usage of VTS in the field
9. Assist FleetCentre to develop and standardise VTS training material/ user-guide and provide VTS hardware/ software trainings to WFP and other UN-agencies (if required) as recommended by Fleet Systems Coordinator. VTS Standard Trainings Package must include:
   1. VTS Hardware/Accessories Inventory Management – both at FleetCentre and COs level
   2. VTS Installation/ assistance in preparation for VTS installation
   3. VTS Tracking/ Geofencing
      1. CO Administrator/ Manager
      2. CO Users/ All related staff
   4. Transport Management – Utilization/ Warning/ Idling/ Speeding/ Alerts
   5. Vehicle Security – Setting up SMS/Emails to Security/ Radiorooms/ Admin personnel
10. Assess VTS Training needs for COs (including VTS installation and using VTS web-application) and propose/plan training missions approved by FleetCentre. Sametime, coordinate with COs and support implementation of the FleetCentre approved training.
11. Develop and produce periodic VTS reports to evaluate and optimize Fleet Utilization and performance.
12. Travel occasionally, as required by the FleetCentre Systems Management.

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.
   

This section is optional to describe additional responsibilities & knowledge required for the specific job

• Applications received after the closing date will not be considered.
• Only those candidates shortlisted for interview will be notified.

21st of July 2019.

Female applicants and qualified applicants from developing countries 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.