Business Support Assistant Administration & Protocol SC5 Vacancy-Job Ref: WJNAWFP/2207/2025832

Business Support Assistant Administration & Protocol SC5 Vacancy-Job Ref: WJNAWFP/2207/2025832

Windhoek (Namibia)

Job Description

Overview
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 or disability.

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.

ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Deputy Directors or Head of Offices. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit, Chief, or the designate.

At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE
To support effective delivery and maintenance of client-focused, value-for money-oriented quality administrative practices.

OUR EMPLOYEE VALUE PROPOSITION
Innovation and Creativity: The United Nations World Food Programme, Namibia Country Office encourages innovation and creativity. We value your ideas and intentionally foster an environment where you can think outside the box and contribute to our collective success.

Continuous Learning: We are committed to your growth. Through mentorship, training programs, workshops and continuous on the job learning opportunities, we’ll help you reach your full potential and advance your career.

Sustainable and Impactful Projects: We are committed to making a positive impact in the communities we serve. Your work at UN WFP Namibia will have a real impact, making it a rewarding and fulfilling experience. Join us in our sustainability efforts towards Changing Lives.

Well-being: Your well-being is essential to us, and we understand the importance of maintaining a healthy work-life balance. We offer flexible working hours, hybrid and remote work options, wellness programs and health insurance to ensure that you excel in your career.

Inclusive and Diverse Culture: At the UN WFP Namibia, we celebrate diversity and promote an inclusive culture where everyone’s contributions are valued. We believe that a diverse workforce drives innovation and creativity, leading to better results for our employees, the Namibian Government, communities and beneficiaries.

STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable e.g., Certificate/Diploma in Business Administration/Office Administration

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. • Good communication skills required to give and receive information and work with a variety of individuals. • Ability to maintain confidentiality. Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.

General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

KEY ACCOUNTABILITIES (not all-inclusive)
Facilitation of VISA and UNLP application process for all staff and receiving guests
Overseeing and maintaining the WFP Booking hub and the E-log book, preparing timely reports and ensuring proper maintenance of WFP Vehicles
Maintenance of FMS system and preparing timely reports
Overseeing of Fixed asset counts, reconciliation and recommendation on disposals as per the LPSB and providing secretarial services, recommendations and tracking of all LPSB meetings
Tracking, maintaining and register all WFP fixed assets to ensure Bi-annual fixed asset counts, reconciliations, and reporting.

Coordinate and maintain all administration related procurement process and ensure timely payment of all administration related core services (i.e. the creation of all administration related MPO’s, PRs, GRIR and SES’s);
Respond to queries related to the provision of administrative services to support the resolution of daily issues.

Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed
Adapt and update administrative processes, supporting the implementation of operating procedures, to contribute to the continuous improvement of administration services in responsibility
Supervise and manage performance of Drivers.

Perform any other related duties as required.
FUNCTIONAL CAPABILITIES
Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting

Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. Internal Controls & Risk

Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Specialised Knowledge in Administrative Services

Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.

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