Business Support Assistant

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP’s values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

Duration of Employment: 12 months with possibility of extension

Under the supervision of the Head of Administration, the incumbent will have the following responsibilities:

• Plan, monitoring and processing administrative actions related to protocol management.
• Ensure all areas of work are in compliance with all relevant travel, protocol, admin and finance regulations, policies and procedures and performance plan.
• Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
• Establish new and strengthen current relations with MoFAIC; Dubai humanitarian & other agencies. Prepare all official letters and share directives for updates on local procedures; laws; changes; etc
• Responsible for all Missions visas (in-bound &out-bound; To Co-ordinate with the requester, Consulates/Embassies/MOFA / COs & HQ to ensure all requirements are addressed well in timely manner.
• Coordinate with Dubai humanitarian on issuance of access cards for all staff & visitors.
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
• Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
• Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
• Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff to support clients to deliver their work.
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

Standard minimum Qualifications

• Education: – Completion of secondary school education.
• Experience: – Four or more years of progressively responsible work experience in the relative business stream with experience in general administrate work.

Knowledge & Skills: –

• Proficient in the use of office equipment and computer software packages, such as Microsoft Outlook, Word, Excel (SAP knowledge will be desirable).
• Knowledge of work routines and methods to complete processes under minimal supervision.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.
• Language: – Fluent in written and spoken Arabic and English.

Source: https://wd3.myworkdaysite.com/en-US/recruiting/wfp/job_openings/job/Dubai-United-Arab-Emirates/Business-Support-Assistant-SC4_JR107719