Jobs: Business Support Assistant, Communication Associate, Administrative Associate - Procurement

Vacancy Announcement

WFP Timor-Leste

UN World Food Programme in Timor-Leste

The United Nations World Food Programme (WFP) is the world's largest humanitarian agency, fighting hunger worldwide. WFP has been present in Timor-Leste since 1999. WFP focus in Timor-Leste is on building the capacity of the Government of Timor-Leste in managing supplementary feeding through the Ministry of Health’s Mother-and-Child Health and Nutrition programme. Technical assistance and Government capacity development, with a strategy for hand-over of a sustainable food-based programme to the Government are key priorities. Through the capacity building focus, targeted boys and girls between 6-59 months and pregnant and lactating women benefit from the project. WFP supports KONSSANTIL and the Zero Hunger Challenge and has aligned its activities with both UNDAF and Government policies. WFP has three existing positions to be based in Dili as follows :

WFP is an equal opportunity employer. Qualified female candidates are strongly encouraged to apply. Note: Non Timorese applicant will not be accepted

Vacancy Number: 63201

Job Title: Business Support Assistant - Human Resources (1 position)

Contract Type: Service Contract (National Only)

Grade: SC-4

Duration: 1 year Duty Station: DiliKey Accountabilities/Responsibilities:

Under the direct supervision of Human Resources Associate and general supervision of the Country Director, the BSA - HR will undertake the following tasks:

1. Gather information with clear direction to support the drafting of documents and preparing reports by other staff.

2. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.

3. Support processing and managing routine human resources tasks in various functional areas, to contribute to the effective and timely management of resources.

4. Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.

5. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.

6. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.

7. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.

8. Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.

9. Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff. 10. Perform other related duties as required.

DESIRED EXPERIENCE FOR ENTRY INTO THE ROLE:

* Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work and human resources

*  Proficient in the use of office equipment and computer software packages, such as Microsoft Word.

* Knowledge of work routines and methods in order to complete processes under minimal supervision.

* Uses tact and courtesy to give and receive information to a wide range of individuals.

* Ability to identify data discrepancies and rectify problems requiring attention.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS: Education: Completion of secondary school education.

Language: Fluent in both oral and written communication in English. Application/How to ApplyIf interest in the position, please follow the link to apply and submit your application through https://career5.successfactors.eu/sfcareer/jobreqcareer?jobId=63201&company=C0000168410P&username =

Application deadline is Tuesday, 29 August, 2017. ________________________________________________________________________________________________________________________________

Vacancy Number: 62341

Job Title: Communication Associate (1 position)

Contract Type: Service Contract (National Only)

Grade: SC-6

Duration: 1 Year

Duty Station: Dili

Key Accountabilities/Responsibilities: Under the direct supervision of Social Communication Behavior Change Officer and general supervision Country Director, the Communication Associate will undertake the following tasks:

1. Perform specialised communications processes and activities, to support staff in the development, preparation, execution and dissemination of campaigns for target audiences.

2. Conduct research, suggest ideas, and provide coordination support to ensure the timely and effective delivery of video/film, photographic and radio projects. Manage the storage and distribution of audio/visual materials in accordance with relevant policies.

3. Serve as an information focal point, support and/or coordinate media coverage of events to optimise publicity of WFP’s activities.

4. Organise and execute special events, working closely with colleagues, external partners and media, to ensure events are effectively scheduled, publicised and attended.

5. Monitor traditional and social media, and report relevant information to senior staff to inform the development and/or evaluation of communications activities and strategies.

6. Under guidance, prepare content for use on traditional and social media platforms and networks, and printed materials, to enhance coverage and support of WFP’s activities, ensuring consistency with corporate messages.

7. Distribute and promote communications guidelines for WFP staff to refer to when creating content.

8. Manage updates and further develop internal records and databases, ensuring information is accurate, organised and available for others to access.

9. Respond to specialised queries and requests for support, using initiative and following standard processes, to ensure timely and accurate resolution of all enquiries.

10. Maintain relationships with internal and external stakeholders, in order to provide an aligned, coherent service, and to identify opportunities to collaborate/integrate processes and activities.

11. Implement improvements to communications methods and practices, to contribute to a better flow of information about WFP’s work to the media and stakeholders.

12. Perform other tasks required by supervisor

DESIRED EXPERIENCE FOR ENTRY INTO THE ROLE:

* At least 6 years of progressively responsible experience on Communications

* Has demonstrated a sound understanding of WFP communication techniques and activities and awareness of the socio-political context in which WFP operates through day to day work

* Has provided ad-hoc guidance to new staff members

STANDARD MINIMUM ACADEMIC QUALIFICATIONS: Education: Completion of secondary school education. A post-secondary certificate in the related functional area.

Language: Fluent in both oral and written communication in English.

Application/How to Apply If interest in the position, please follow the link to apply and submit your application through https://career5.successfactors.eu/sfcareer/jobreqcareer?jobId=62341&company=C0000168410P&username = __________________________________________________________________________________________________

Vacancy Number: 63202

Job Title: Administrative Associate - Procurement (1 position)

Contract Type: Fixed Term (National Only)

Grade: G-6

Duration: 1 year

Duty Station: DiliKey Accountabilities/Responsibilities:

Under the direct supervision of the Head of Finance and Administration and the general guidance of the Country Director, the Administration Associate will be responsible for the following main duties:

Procurement

1. Procurement focal point to identify and acquire required equipment, appliances, furniture in coordination with other units. Arrange LPCC meetings, act as resource person and secretary; draft minutes as per WFP guidelines

2. Raising Purchase Orders(PO) for all NFI’s in WINGS software;

3. Respond to various procurement queries originating from concerned quarters by producing complete information or redirecting them to the most appropriate source(s) or to supervisor’s attention;

4. Advice Management on procurement issues and recommend expenditure control measures in line with WFP procurement guidelines;

5. Coordinate and monitor the delivery of procurement requisitions, verifying receipt and inspection of deliverables, and performing follow up actions to ensure supplies reach to client units in timely fashion.

6. Focal person for the Annual Procurement Plan as per CO Management guidelines.

7. Update the Suppliers’ roster annually as per WFP policies.

Contract Management

8. Ensure contracts, leases, service agreements are managed under the defined policy/guidelines and are monitored on regular basis;

9. Focal person for ARCHIBUS and liaison with HQ on annual reporting exercise

Inventory Management

10. Focal person for inventory/GEMS, disposal, auction, sale, write-off and transfer of assets and evaluate th

GEMS status and physical verification of assets/inventories on annual basis as per WFP Guidelines.

11. Organize LPSB meetings and draft minutes. Advise for any shortcomings/discrepancies for timely actions. Ensure that WFP’s assets are accurately accounted for and that internal controls systems are in place;

General Administration

12. Supervise the administration and maintenance of office premises, liaise with Common Premises to ensure the efficiency, cost-effectiveness and timeliness of operations and services.

13. Assess administrative and other recurring costs including office premises, repair and maintenance of assets, travel etc., and prepare monthly cash forecasts/budgets;

Others

14. 2nd Alternate - Travel and Transport

15. Perform any other related duties as required by management from time to time.

DESIRED EXPERIENCE FOR ENTRY INTO THE ROLE: „h 6 or more years of progressively responsible work experience in the relative business stream with experience in general administrative work „h Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day to day work. „h Has provided ad-hoc guidance to new staff members.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS: Education: Completion of secondary school education. A post-secondary certificate in the related functional area. Language: Fluent in both oral and written communication in English.

Application/How to Apply If interest in the position, please follow the link to apply and submit your application through https://career5.successfactors.eu/sfcareer/jobreqcareer?jobId=63202&company=C0000168410P&username =

Manual application will not be accepted Application deadline is Tuesday, 5 Sept, 2017.