DEADLINE FOR APPLICATIONS

6 October 2024-23:59-GMT+07:00 Indochina Time (Bangkok)

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 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.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

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).

THE ROLE

Under the supervision of the Management Services Officer, the Business Support Assistant (Management Services) will deliver a wide range of business support processes and activities for Management Services support to facilitate effective service delivery for the World Food Programme (WFP) Regional Bureau for Asia and the Pacific (RBB).

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

– Reception Desk: Carry out responsibilities as a receptionist and handle front office tasks, such as managing and directing phone calls, providing a warm welcome to visitors while ensuring security screening protocols are followed, and collaborating with courier services and other agencies for official deliveries.

– Travel Focal Point: Assist and support direction to RBB personnel regarding travel arrangements (WeTravel), collaborate with travel agencies to secure flight reservations, generate Travel Authorisations in accordance with WFP policy, provide recommendations for outbound visas, and address any other matters related to travel.

– Procurement: Initiate procurement (NFI Field Purchase) requisitions and micro purchase orders (MPOs) for goods and services, ensuring accurate allocation of expenditure categories, verifying fund availability, and confirming project completion.

– Event management: Coordinate with hosting units and suppliers/hotels to provide supports and solutions on event arrangements.

– Facilities Services:

• Coordinate with Q.House (Wave Place) Building Management on administration related issues, as to support office maintenance to ensure preventive care, and the office is well-functioning.
• Manage office supplies, including stationary, beverage services, and other administrative items.
• Co-ordinate with cleaning services/supplier on cleaners attendance, daily and yearly services, and other ad-hoc cleaning requests.
• Co-ordinate with other facility maintenances, suppliers such as pest control and plant services.

– Record Keeping: Establish and record a comprehensive filing system for the Management Services (Administration) division encompassing diverse topics, such as a current roster of suppliers, contractors, contracts, agreements, and more.

– Internal Communication: gather and translate announcements for all staff circulation.

– Perform any other duties assigned by the supervisor or Management Services (Administration) unit.

QUALIFICATIONS AND EXPERIENCE:

Education: Completion of secondary school education. Bachelor’s degree in relevant field is desirable.

Experience: Four or more years of progressively responsible work experience in the administration services, or related areas is required.

Knowledge and Skills:

• Proficiency in Microsoft Office application is required.
• Experience working in a United Nations common system operation or similar international organisation or non-governmental organisation – in a liaison setting is desirable
• Experience working in a multicultural and/or international work environment is desirable.
• Experience in collecting and researching data, especially related to country entry requirements (Visa and other documents), travel restrictions, across various areas of immigration or related areas is desirable.

Language: Fluency in both oral and written communication in English and Thai.

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 dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at global.inclusion@wfp.org. Our DEI team is here to ensure your full participation in our recruitment process.

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.