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JOB TITLE: Business Support Assistant (Programme)
Business Support Assistant G4 Fixed Term - Kibondo Sub Office
TYPE OF CONTRACT: Fixed Term Appointment
UNIT/DIVISION: Programme Unit
DUTY STATION (City, Country): Dar-es-Salaam Tanzania
DURATION: 1 year (renewable) subject to satisfactory performance
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.
BACKGROUND AND PURPOSE OF THE ASSIGNMENT:
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.
Through its Country Strategic Plan (CSP) 2022-2027, the United Nations World Food Programme’s (WFP) provides food assistance through programmes and projects which contribute to 4 Strategic Outcomes (SOs). The assistance is geared to:
refugees in 2 refugee camps in Kigoma in collaboration with the Ministry of Home Affairs (SO1);
vulnerable women and children to address or prevent malnutrition through both nutrition specific and nutrition sensitive programmes in collaboration with the Ministry of Health and health facilities, and support for the roll out of the National School Feeding Guidelines and home-grown school feeding models (SO2);
providing capacity strengthening support to smallholder farmers and their organizations, aggregators and value chain actors to reduce post-harvest losses and increase smallholder farmers access to quality oriented and remunerative markets, and support community-based climate change adaptation and integrated resilience building (SO3);
provide on-demand services for innovation, supply chain and operations support to national government counterparts, development partners and private sector (SO4).
ORGANIZATIONAL CONTEXT
The programme assistant provides programme-wide support to the Head of Programme and the various Activity Managers implementing the various activities under the CSP, by providing both administrative and programmatic support.
STANDARD MINIMUM QUALIFICATIONS
Education:
Bachelor’s Degree in Social Sciences or any related discipline.
Experience:
Minimum of 1 year experience working on development projects management and administrative support.
Languages:
Fluency in English required
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)
Area 1: Administrative support
- Provision of general administrative support to Programme Unit and to all Activity Managers
- Carry out general secretarial duties, including typing various correspondence, reports, tables, attendance records and performing electronic registry functions.
- Update staff leave plans and maintain Unit board indicating staff movements;
- Track file movements and other documents from the Programme Unit to other Units.
- Coordinate stationery requirements and requisitions.
- Prepare purchase requisitions, Goods Receipt Note or Service Entry Sheet in the WINGS system when service is done or goods have been received;
KEY ACCOUNTABILITIES CONTINUED:
- Arrange transport for the Head of the Programme Unit and other programme staff going to meetings.
- Prepare and follow-up on travel arrangements for the Head of the Programme and other programme staff going on missions, such as Travel Authorizations, Travel Expense Claims and related bookings.
- Preparing requests for payment for Partners and following up with Partners on the submission of all relevant supporting documents including invoices and reports; track invoices and payments to Partners through ITS; upload supporting documents as required
- Maintain proper filing of all programme documents, invoices, agreements and reports in shared on-line folders;
- Act as a back-up for the Senior Staff Assistant.
- Any other as applicable.
KEY ACCOUNTABILITIES CONTINUED I
Area 2: Technical programmatic support
- Taking minutes during Programme meetings, workshops or meetings with Partners;
- Support partnership focal point and keep track of Field Level Agreements (key milestones; payment cycles; contribution deadlines, disbursement deadlines; and purchase order, Purchase requisition monitoring);
- Liaise with Cooperating Partners to seek updates and reports on field activities, follow up on the submission of progress reports and expenditure invoices and other supporting documents for payments.
- In consultation with Activity Managers, take the lead in organizing meetings, workshops, including the preparation of budgets and logistics arrangements in collaboration with Support Services, Administration and Finance Units
- Support preparations of Memorandum of Understandings (MoUs), Field Level Agreements (FLAs) and liaise with Partnership focal point and ensure all MoUs and FLAs are up to date; provide advance notice-warnings to Activity Managers about expiry of MoUs and FLAs in due time to be able to negotiate extensions as required;
- Contribute to corporate reports as required
- Any other task 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.
TERMS AND CONDITIONS
The applicant should be a Tanzanian national
Only candidates who are short-listed will be contacted
Applications must be submitted online.
Use English language only
DEADLINE FOR APPLICATIONS
Deadline to receiving applications 04 May 2022
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