ABOUT WFP
The United Nations World Food Programme (WFP) 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. 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 lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.
Brief description of WFP in Uganda
WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Karamoja with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.
As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.
ARE YOU UP TO THE CHALLENGE?
We are seeking a qualified individual for the position of Business Support Associate, to be based in the the Office of the Country Director in Kampala, Uganda. Selected candidate will be employed on a Short Term basis. Qualified female candidates are particularly encouraged to apply.
ORGANIZATIONAL CONTEXT
This job is found in the Country Office (CO). The Job holder performs front office management functions typically report to the Country Director.
At this level, the job holder is expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. He/she has a responsibility for undertaking specialised business support work, such as organisation and coordination of work. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. The Job holder is expected to manage resources, and coach and/or coordinate a team of support staff.
JOB PURPOSE
To coordinate and control a full range of business support services for a specific professional area of work, to ensure that services are delivered effectively.
KEY ACCOUNTABILITIES (not all-inclusive)
- Manages the schedule and work program of the Country Director, including official receptions. Keeps Country Director informed by providing relevant information, reports or status updates.
- Maintains telephone and particularly frequently called persons.
- Organizes meetings for Country Director; initiates and coordinates preparation of agenda and necessary documentation for meetings as well as workshops and conferences; acts as Secretary to the meetings.
- Conducts research, compiles data support from records, reports and prepares periodic and adhoc reports as may be needed.
- Responds to routine queries in a timely and accurate manner.
- Maintains organized filing system for office of the Country Director in accordance with established classification system.
- Performs other administrative and logistic support duties as required
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People
- Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an ‘I will’/’We will’ spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
Partnership
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
STANDARD MINIMUM QUALIFICATIONS
Qualifications:
- University degree in Secretarial Studies, Social Sciences or related field obtained from a recognized institution;
- At least six (6) years of relevant working experience in providing executive assistant to high level management and in general administrative work. Work experience in a multicultural environment is desirable.
- Fluency in oral and written English
Knowledge & Skills:
- Very good oral and written communication skills
- Excellent minute taking and ability to follow rapid and complex discussions
- Ability to build relationships in a multicultural environment and across functions.
- High standards of individual integrity and ability to maintain confidentiality
- Ability to multitask in a fast paced dynamic and diverse environment.
- Strong expertise in Microsoft Office applications
DEADLINE FOR APPLICATIONS:
Monday 23rd October 2017
More Information
- Job City Kampala
