ARC- Senior Business Support Associate SC7- Abidjan, Côte d'Ivoire

DEADLINE FOR APPLICATIONS

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ABOUT WFP

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.

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WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive, diverse, and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

BACKGROUND

African Risk Capacity (ARC) is a Specialised Agency of the African Union. The ARC Agency leads the ARC Group, a development finance institution that provides financial tools and infrastructure to help countries manage natural disaster risk and adapt to climate change. It counts 38 AU countries as members and is supervised by a ministerial level governing board elected by its Conference of the Parties. The ARC design and establishment phase was managed by WFP, under a MoU with the African Union, and WFP continues to provide administrative services support to the ARC Agency through an administrative services agreement.

POST’S ORGANIZATIONAL ACCOUNTABILITY

Under the overall policy and management guidance and direct supervision of the ARC Group Director General, the Senior Executive Associate to the DG, is accountable for front office management activities to enhance the smooth running of the Office of the Director General. The accountabilities/key results expected are:

• Leading Business Support

• Office Communication

• Resource management accountabilities

MAJOR FUNCTIONAL ACTIVITIES

Leading the Business Support to the Director General: The Senior Executive Associate leads a full range of business support and follow up actions in collaboration with a wide range of internal and external stakeholders, including executive and senior officials. In this context, s/he identifies, assesses and responds independently to evolving business needs and identifies urgent and sensitive matters and routes them, if required, to the respective officials by applying good judgement.  The incumbent conducts research on a variety of subject matters in order to prepare and consolidate comprehensive reports, briefing notes, documentation, etc. S/he organizes and facilitates the work of the Office of the Director General to ensure integrity in the use of resources and adherence to established rules and procedures.  S/he constantly assesses business processes and recommends improvements to business processes, procedures and practices and implements new methods or tools to improve them by leading an effective delivery of business support services. S/he will also be responsible for managing and monitoring special projects for the DG Some of which have important organizational impact (Recruitments managed by the DG).

Office communication: The incumbent is responsible for the management of the communication flow of the Office of the Director General.  In this context, s/he manages and monitors a variety of complex and sensitive correspondence and documentation to ensure appropriate prioritisation and routing. As the focal point for protocol-related matters, s/he is also responsible to review all outgoing correspondence for quality and relevant protocol standards. The incumbent is also accountable for the maintenance of records and databases, both digital and traditional, in relation to the Office of the Director General.

Resource management accountabilities:  Is accountable for integrity, transparency, and equity in the personal use of assigned ARC resources, including equipment and supplies.  The staff member may coordinate and supervise work of other support staff, and support their learning and development, and ensure staff possess up-to-date knowledge and systems and procedures required to perform their duties.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

• 1 Provide dedicated executive assistant support.

• 2 Coordinate and provide a full range of support services including follow-up actions, resolution of issues and unforeseen situations, for the effective functioning of business operations.

• 3 Coordinate and supervise work of other support staff, and support their learning and development, to ensure staff possess up-to-date knowledge of systems and procedures required to perform their duties.

• 4 Regularly monitor, oversee and adapt existing procedures and collaborate with a wide range of stakeholders across the organisation to identify, assess and meet evolving business needs.

• 5 Manage office communications and act as an escalation point for complex business queries, to ensure priorities and urgent matters are identified and addressed, and that consistent and quality services are delivered to clients.

• 6 Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.

• 7 Manage and monitor a variety of complex correspondence and documentation to ensure appropriate prioritisation, routing, and that established deadlines are met; review documents and materials prepared by other staff for quality assurance and meeting established deadlines.

• 8 Monitor and evaluate budget(s), to ensure that planned financial resources are used effectively.

• 9 Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.

• 10 Coordinate and oversee the maintenance of records and databases, to ensure information is well organised and readily available for staff.

• 11 Collaborate with a wide range of individuals to understand business needs and respond efficiently.

IMPACT OF KEY RESULTS / SUCCESS FACTORS

The Senior Executive Associate deals with a variety of complex and sensitive issues which may involveinter-relationships with executive and senior officials within and outside ARC. As the incumbent has independent responsibility for technical and specialised work, the instructions received are broad and require initiative and judgement to respond independently to queries. S/he is accountable for applying a broad range of specialised administrative rules and procedures, including protocol-related matters, in her/him leading the Office of the Director General. Her/his accountabilities may also include supervisory responsibilities with accountability for the work of administrative assistants, temporary and/or contract staff.

PRESENTATION / WORK RELATIONSHIP

The incumbent in this senior function is engaged in communicating with  variety of stakeholders, including at executive and senior level, within and outside ARC. Communication require tact and discretion and also knowledge of protocol.

REQUIRED TECHNICAL / FUNCTIONAL COMPETENCIES

• General knowledge of AU and UN systems, policies, rules, regulations and procedures governing human resources administration would be an asset.

• In-depth knowledge of common business principles and processes, practical business support methods, procedures and systems used in area of work, gained through specialised training and work experience.

• Excellent communication skills to collaborate with a wide range of individuals in order to provide comprehensive support service provision.

• Ability to analyse and interpret financial data and monitor budgets.

• Ability to carry out complex data analysis to identify process improvements.

• Experience in supervising, supporting, and/or training others, as well as coordinating resources and organising own work.

• Ability to assert opinions and persuade others by developing logical and well-reasoned arguments.

• A high sense of confidentiality.

REQUIRED RECRUITMENT QUALIFICATIONS

• The completion of secondary school education is required. A post-secondary certificate in the related functional area.

• At least seven (7) or more years of progressively responsible experience in the relative business stream with experience in senior administrative work.  Experience in managing a front office is required.

COMMUNICATION AND LANGUAGE SKILLS

• Excellent written and verbal communication skills (Level C) in both English and French.

• Working knowledge of another official language (Arabic or Portuguese) would be an asset.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

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.