Business Support Assistant (SC4)

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The United Nations World Food Programme (WFP) is a leader in the global movement to achieve zero hunger. In 2020, WFP was awarded the Nobel Peace Prize for its efforts to combat hunger, its contribution to bettering conditions for peace and for acting as a driving force to prevent the use of hunger as a weapon of war and conflict.

In Sri Lanka, WFP works every day to help improve the nutrition status and food security amongst vulnerable communities, particularly women and children. We take pride in knowing that our day-to-day work makes a difference in the lives of the people we serve.

WFP is on the lookout for multifaceted individuals to join our dynamic team in pursuing our mission in changing lives and saving lives.

Applications are invited from Sri Lankan candidates to fill the following position

ABOUT WFP

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.

STANDARD MINIMUM QUALIFICATIONS

Education:

Completion of secondary school education and a post-secondary diploma in a related field 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:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word
• Knowledge of work routines and methods in order to complete processes under minimal supervision
• Uses tact and courtesy to give and receive information to a wide range of individuals
• Ability to identify data discrepancies and rectify problems requiring attention
• Ability to offer guidance or basic on-the-job training to more junior staff

• Experience and knowledge in using enterprise software/applications (eg: SAP, ERP, etc…) will be an added advantage

Language:

Excellent writing and oral communication skills in English language and working knowledge in local language/s.

JOB PURPOSE

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

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Business Support Assistant (GS5), the Business Support Assistant (SC4) will be responsible for the following tasks.

▪ Perform regular administrative and finance related tasks/follow-ups including the Invoice Tracking System and enter Service Entry Sheets, GRN, Operational advances and settlement of advances for an effective and timely implementation of WFP-supported activities

▪ Manage entries in the Financial system (WINGS) concerning Purchase Requests (regular and CBT), Purchase Orders, Down Payments, etc. for Programme Unit

▪ Match counterpart fund request and create payment request and follow-up with stakeholders and internal units

▪ Provide support in Cash-based Transfers interventions such as document verification and checking of distributions and expenditure reports and reconciliation

▪ Organize Programme related workshops, meetings, training, everts and follow-up procurement requests, process settlements

▪ Prepare reports and provide secretariat services by managing correspondences, drafting meeting minutes, note-for records, etc. for the Programme Unit

▪ Manage vehicle request and transport arrangements for Programme Unit

▪ Support in handling the Complaint & Feedback Mechanism (CFM) calls from the beneficiaries as and when required

▪ Collect, collate and validate household/ site selection data for beneficiary registration

▪ Manage and maintain records and databases, to ensure information is organized and readily available for resource update

▪ Contribute to the improvement of business procedures, processes and collect and perform basic analysis of data for business information management purposes

▪ Collect and perform basic analysis of data, proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate to contribute to quality business information management

▪ Maintain a document filing system and for faster retrieval and retention of evidence for audit/compliance

▪ Facilitate the induction of new staff who join the Programme Unit

▪ Support and backstop Senior BSA, including in creating MPO s and TRIP documents, as and when necessary

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 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.
•  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.
•  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 clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
   

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

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

TERMS AND CONDITIONS

This position is on a one-year renewable contract subject to the requirement of the function, finding availability, and the incumbent’s performance.

REMUNERATION

An attractive remuneration package is on offer with a starting salary of LKR 114,233.99 per month + a comprehensive medical insurance coverage.

DEADLINE FOR APPLICATIONS

Sunday 28 February 2021

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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.