WFP Innovation Accelerator - Business Support Assistant G4, Munich

Programa Mundial de Alimentos; München; Vor Ort; EUR 40.000 - 55.000; Vollzeit

Zusammenfassung

A global humanitarian organization is seeking a Business Support Assistant in Munich to provide executive and administrative support. The role involves calendar management, travel coordination, and general office management within a multicultural team. Applicants should have experience in administrative roles and be fluent in English and German.

Leistungen

Competitive salary

Medical insurance

Pension plan

Qualifikationen

• Some experience in general administrative work.
• Experience in supporting executive management.
• Fluency in English (Level C) and German (Level B).

Aufgaben

• Deliver business support activities for effective services.
• Manage calendar and travel as Executive Assistant.
• Support administrative and financial tasks.

Kenntnisse

General administrative work

Calendar management

Travel arrangements

Communication skills

Ausbildung

Completion of secondary school education

Tools

Microsoft Word

Jobbeschreibung

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, physical or mental disability.

We are seeking to fill a Fixed Term position of Business Support Assistant G4 in the WFP Innovation Accelerator (INKA) based in Munich, Germany.

Please note that this vacancy announcement is being issued internally and externally.

Please note that this is a local recruitment. Candidates must be residents of Germany and have a legal work permit there. In addition, candidates must reside in Germany, within commuting distance to the office location in Munich (Josephspitalstrasse 3, 80331, Munich) at the time of application or, if not residing within commuting distance at the time of application, must be willing to relocate to Munich at their own cost before taking up the assignment. Preference will be given to candidates who reside within commuting distance.

Organizational Context

The World Food Programme (WFP) is the United Nations frontline agency fighting hunger. WFP reaches more than 100 million people every day – delivering food assistance in emergencies and working with smallholder farmers, communities, and governments to improve nutrition and build resilience.

The WFP Innovation Accelerator was named by Fast Company as Most Innovative Non-Profit Organization in 2021 for its work in identifying, nurturing, and scaling disruptive start‑ups and innovations to end global hunger. Based in Munich, Germany, the Innovation Accelerator provides WFP employees and start‑ups with funding, hands‑on support, and access to WFP’s global operations. Through the Accelerator, WFP is leveraging advances in digital innovation – such as mobile technology, artificial intelligence, and blockchain – and new business models to transform the way it serves vulnerable communities across the world.

Job Purpose

The Business Support Assistant will report to the Head of Innovation Accelerator and will be expected to deliver a range of business support activities to ensure effective delivery of timely and quality services. The selected incumbent will also act as Executive Assistant to the Head of the Innovation Accelerator and will perform duties such as, but not limited to, calendar and travel management and supporting the overall office management of the Innovation Accelerator (INKA), including performing duties in lieu of other Business Support Assistants.

The Business Support Assistant will be required to produce accurate and organised work and demonstrate good teamwork, proactiveness and communication skills while working in a multicultural environment with individuals of different races, cultures, and backgrounds.

Key Accountabilities

• Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
• Respond to queries and escalates where appropriate, in order to provide a timely and accurate service to clients.
• Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to effective and timely management of resources.
• Provide revision and proofreading services for standard documents, to contribute to the development of accurate documentation.
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
• 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.
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to required standards.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

Specific Post Requirements

Essential

• Some experience in general administrative work.
• Some experience in calendar / schedule management, travel arrangements, including flights / hotel bookings and protocol support.
• Some experience in supporting executive management or a CEO office.
• Some experience supporting the preparation of correspondence, information / communication materials.

Desirable

• Some experience supporting the organization of events (on-site and virtual events).
• Some knowledge of procurement processes.
• Some experience creating and maintaining filing structures and electronic records.
• Some experience liaising with internal and external stakeholders / entities for sharing and collating information.
• Experience working in a United Nations common system, international organization or non‑governmental organization or some knowledge of UN system administrative policies, rules and regulations and procedures.

Standard Minimum Qualifications And Experience

Education: Completion of secondary school education.

Experience: Four or more years of experience in general administrative work.

Language: Fluency in both oral and written communication in English (Level C) and German (Level B).

Knowledge & Skills

• 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.
• Ability to offer guidance or basic on‑the‑job training to more junior staff.

WFP Leadership Framework

Leads by Example with Integrity

• Upholds WFP values, principles, and standards.
• Respects others and values diversity.
• Stays focused and calm under pressure.
• Demonstrates humility and a willingness to learn.

Drives Results and Delivers on Commitments

• Delivers results for maximum impact; is accountable for delivery of results.
• Delegates appropriately; seeks guidance and support where needed.
• Adapts readily to change; adjusts work as needed.

Fosters Inclusive and Collaborative

• Is inclusive and collaborative; promotes teamwork by sharing ideas and openly raising issues.
• Gives timely and constructive feedback.
• Builds and shares new perspectives; listens attentively to others and shares views.

Applies Strategic Thinking

• Communicates and fulfills WFP’s vision.
• Embraces curiosity and new ways of doing things.
• Analyses and evaluates data; gathers data and shares knowledge to inform team activities.
• Considers the impact of decisions.

Builds and Maintains Sustainable Partnerships

• Builds partnerships; acts professionally with external partners.
• Collaborates to deliver common objectives; works together with partners to deliver common goals.

Terms and Conditions

WFP offers an attractive compensation and benefits package, including a competitive salary package, pension plan, medical insurance and paid leaves.

Applicants Must

• Be German residents holding a valid passport and/or identity card, or a valid resident permit to work and live in Germany.
• Reside within commuting distance (100‑kilometer radius or distance that can be covered within 1.5 hours by car or public transport) to the office location in Munich. If not residing within commuting distance at the time of application, candidates must be willing to relocate to Munich, Germany at their own cost before taking up the assignment. WFP shall not be responsible for any relocation costs.

Please note that only applications submitted in English via WFP careers website will be considered.

Deadline for applications: 20 June 2024

Ref. VA: 833315

WFP is committed to diversity and inclusion within its workforce and encourages all qualified candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the selection & recruitment process and for work‑related needs upon joining the Programme. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. 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.