UN WFP Uganda Jobs 2021 – Business Support Assistant (Office of the Deputy Country Director)

KEY ACCOUNTABILITIES (not all-inclusive)

1. Identify, extract, and analyze information from various sources and prepare briefing notes, decision memos, recommendations for DCD action and/or synthesise such information for inclusion in correspondence and reports; draft various standard correspondence (both procedural and substantive) and review all outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness and adherence to WFP procedures.
2. On behalf of the DCD, coordinate and expedite office-wide responses to sensitive enquiries ensuring high-quality output both formally and substantively.
3. Maintain the DCD’s calendar and schedule appointments and meetings and ensure effective prioritization and preparation of the DCD’s engagements.
4. Maintain and update the office’s filing and reference system, including confidential files, performance evaluation reports and disciplinary actions.
5. Facilitate the flow of documents presented to the DCD for approval including internal memos, external correspondence, travel documents, leave request forms, among others.
6. Prepare and follow up on Note for the Record (NFR)/minutes of DCD’s office meetings.
7. Review Area Office monthly situation reports for management action requirements and follow up to ensure completion of actions on behalf of the DCD and management.
8. Provide support to internal and external stakeholders in effective communication with the DCD through proactive coordination, communication, and preparation.
9. Support the Country Director’s office, as required.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.