WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.
We are seeking to fill a Fixed Term position of Business Support Assistant G5, based in the WFP Global Office Ottawa, Canada
Please note that this vacancy announcement is being issued internally and externally.
Please note that candidates must be residents of Canada, have a legal work permit there, and must reside within commuting distance to the location of the office in the duty station in Ottawa at the time of application. If not residing within commuting distance at the time of application, candidates must be willing to relocate to Ottawa at their own cost before taking up the assignment. WFP shall not be responsible for any costs associated with such relocation nor shall WFP assist or otherwise be involved in obtaining residency status or legal work permits
ORGANIZATIONAL CONTEXT
The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies, and working with communities to improve nutrition and build resilience. The Public, Partnerships and Resourcing (PPR) Division provides leadership and expertise to WFPโs global partnership, advocacy and resource mobilization efforts with the aim to ensure that the needs of people we serve are fully met and that Member States are effectively supported in achieving Zero Hunger and Agenda 2030. In doing so, PPR engages with governments, the private sector, UN agencies, international financial institutions, academia, think-tanks, NGOs, and the public at large through HQ and WFP offices. These offices are in critical global hubs and key donor capitals (such as Ottawa), carrying out Department-related functions. WFP is intensifying its engagement with Canada, setting up a presence in the capital and bringing more visibility to WFP in Canada.
JOB PURPOSE
This position is located in Ottawa, Canada. The incumbent will provide front office management functions reporting to the Director of the GO and will be expected to deliver standard business support and administrative processes including Budget/Finance, Procurement, Human Resources, IT, Security for the WFP Office in Ottawa, also providing French language translation support.
KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)
1. Provide executive assistant support
2. Respond to standard queries and provide timely and accurate guidance.
3. Process and manage routine administrative and financial tasks in various functional areas that include procurement, finance, VAT reimbursement, budget, human resources, IT, Security, etc., to ensure all data is accurately and timely recorded and processed in WFP corporate systems
4. Manage and maintain records and databases, to ensure information is organised and readily available for staff.
5. Support the preparation of regular financial reports using WFP corporate systems.
6. Review of budget and overview of expenditures.
6. Purchase office supplies and equipment locally and arrange for control of distribution and maintenance of inventory records.
7. Assist staff on travel and associated claims, allowances and other financial matters, and process payments due for claims and services.
8. Working closely with HQ colleagues support the preparation of HR documentation required for recruitment of staff/interns, processing of entitlements, transfer/separation, training, timekeeping, maintaining confidential files, etc. ensuring accuracy and meeting established deadlines.
9. Support onboarding for new staff joining the office to ensure that relevant processes are followed, and staff receive necessary equipment and materials.
10. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
11. Contribute to improvement of business procedures and processes.
12. Provide guidance to junior colleagues in performing their duties.
SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)
Essential:
Experience in processing and providing administrative support to a range of individuals including travel, procurement, finance, preparation, and review of budget and expenditures. Experience organizing and coordinating internal and external meetings and events (both physical and virtual) Knowledge of MS Office applications such as Word, Excel, and PowerPoint for data extraction, analysis, and reporting. Good communication skills required to give and receive information and work with a variety of individuals.
Desirable:
Experience interacting with internal and external stakeholders. Knowledge of ERP systems, preferably SAP Software, and Knowledge of WINGS. Experience working in a United Nations common system agency, international organization, or non-governmental organization.
STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Language: Fluency in both oral and written communication (level C) in English language and (level C) in French.
Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work
Knowledge & Skills:
Knowledge of specialised common business practices and methods, gained through relevant technical training and experience. Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service. Ability to carry out basic data analysis and independently rectify problems requiring attention. Ability to monitor and record financial transactions and monitor budgets and expenditures Good communication skills required to give and receive information and work with a variety of individuals. Ability to maintain confidentiality
WFP LEADERSHIP FRAMEWORK
These are the common standards of behaviour that guide HOW we work together to accomplish our mission
Different expectations of behaviour are defined depending on your grade and role/responsibilities within WFP.
TERMS AND CONDITIONS
WFP offers a competitive compensation package which will be determined by the contract type and selected candidateโs qualifications and experience.
Salary scale: UN - Salary Scale
Please visit http://www.wfp.org and click on: โOur workโ and โCountriesโ to learn more about WFPโs operations.
Applicants must:
Be Canadian nationals or permanent residents holding a valid passport and/or identity card Reside within commuting distance (100-kilometer radius or distance that can be covered within 1.5 hours by car or public transport under average conditions of traffic, weather, and roads) to the office location at the duty station (340 Albert Avenue, Ottawa). If not residing within commuting distance at the time of application, candidates must be willing to relocate to Ottawa, Canada, at their own cost before taking up the assignment. WFP shall not be responsible for any costs associated with such relocation nor shall WFP assist or otherwise be involved in obtaining residency status or legal work permits. Preference will be given to candidates who reside within commuting distance of Ottawa, Canada.
Please note that applications should be sent in English. Only applications received in English will be considered.
Please note that this is a local recruitment. Locally-recruited employees must have the right to reside and work full-time without restrictions in the country of assignment for the entire duration of their employment with WFP, failing which WFP reserves the right to withdraw an offer of employment and/or terminate the employment relationship. This right must be obtained independently by the candidate prior to applying to WFP, and WFP may seek proof thereof at any point during the recruitment process and/or subsequent employment with WFP. WFP shall not accept any responsibility or liability to act as a sponsor or to otherwise facilitate the issuance, maintenance, renewal, extension, or conversion of the candidate's residency and/or work \"permit\" for the purpose of employment with WFP.
Deadline for applications: 28 March 2024