Business Support Assistant (Logistics) SC3 Yerevan ORGANIZATIONAL CONTEXT
The Armenian food sector is characterized by the low productivity of nutritionally diversified commodities, high production costs, fragmented producers, and limited post-harvest market infrastructures and opportunities. This in turn negatively impacts the Armenian populations access to nutritionally diversified food and is resulting in worrisome levels of food insecurity and malnutrition. At the same time, inefficient post-harvest and supply chain processes entail low quality and safety standards which adversely affect the stability of supplies and which do not allow either the national or international commercialization of Armenian food products. Within its five-year Country Strategic Plan for 2019-2024, WFP Armenia has designed a new portfolio of programme activities aimed at developing food value chains within Armenia. Programme activities include trialling food value chain projects across the country, assessing impact and results, and scaling intervention... designs that prove successful. These jobs are found in Regional Bureaux (RBs), Country Offices (COs), Area/Field Offices (AOs/FOs). The job holders typically report to a Programme Policy Officer or the designate.
At this level, job holders are responsible for the completion of a range of specialized and/or standardized processes and activities requiring some interpretation of standard guidelines and practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff. They work under minimum supervision, perform basic analyses and compile reports to support information consistency and smooth implementation of programmes/projects.
Due to the recent events in the country, the volume of work has substantially increased in the Supply Chain unit, both in terms of procurements and logistics, resulting in increased need for proper and timely data entry. The diversification of activities carried out by WFP has also led to an increase in the workload related, among other things, to identifying potential suppliers for shortlisting. Therefore, in order to handle the additional workload and to have appropriate segregation of duties in logistics and procurement processes, the Country Office (CO) Supply Chain identifies the need to hire a Business Support Assistant for a period of ten months, with possibility for extension based on WFP needs.To lead field logistics operations or provide technical support in HQ, partnering with the key supply chain functions to ensure an integrated supply chain approach to meeting the food assistance needs of beneficiaries.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Data entry into corporate systems such as commodity trucking system LESS or WINGS.
2. Invoice checking and payment processing.
3. Support the maintenance of SC Unit files, documents and records in accordance with established systems and processes, so that information is up-to-date and readily available for staff.
4. Respond to simple routine queries with readily available support by senior staff, and escalate where appropriate, in order to provide a timely and accurate response to enquiries.
5. Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available.
6. Provide timely and efficient support to the SC Unit in the acquisition of goods and services for Country Office operations.
7. Collect and compile data, produce and/or contribute to preparation of reports and ensure information accuracy in corporate systems.
8. Research, collate and present information in standard formats to the Head of SC Unit for further review and processing.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education.
Language: Fluency (level C) in oral and written communication in English, Armenian and Russian.
Experience: Minimum two years of experience in related fields such as banking, accounting, data entry and processing.
Knowledge & Skills: Proficiency in MS Office (Word, Excel and Access). Knowledge of transported goods and services market. Ability to write in a concise and effective manner
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose Understand and communicate the Strategic Objectives: Utilizes understanding of WFPs Strategic Objectives to communicate linkages to team objectives and work. Be a force for positive change: Proactively identifies and develops new methods or improvements for self and immediate team to address work challenges within own work area. Make the mission inspiring to our team: Identifies opportunities to further align individual contributions with WFPs mission of making an impact on local communities. Make our mission visible in everyday actions: Helps colleagues to see the link between their individual tasks and the contributions of their units goals to the broader context of WFPs mission.
People Look for ways to strengthen people's skills: Is able to identify, support and encourage focused on-the-job learning opportunities to address gaps between current skillsets and needed future skillsets for WFP. Create an inclusive culture: Recognizes the contributions of teammates, and encourages contributions from culturally different team mates to recognise the value of diversity above and beyond just including it in programming for beneficiaries. Be a coach & provide constructive feedback: Provides and solicits ongoing constructive feedback on strengths and development opportunities to help develop individual skills, whilst also helping others identify areas for improvement. Create an I will/We will spirit: Sets clear targets for self and others to focus team efforts in ambiguous situations (e.g., unprecedented issues and/or scenarios)
Performance Encourage innovation & creative solutions: Thinks beyond teams conventional approaches to formulate creative methods for delivering food aid and assistance to beneficiaries. Focus on getting results: Maintains focus on achieving individual results in the face of obstacles such as volatile or fragile environments and/or organizational roadblocks. Make commitments and make good on commitments: Takes personal accountability for upholding and delivering upon teams commitments and provides assurance to stakeholders. Be Decisive: Demonstrates ability to adjust to teams plans and priorities to optimize outcomes in light of evolving directives, while also responding quickly in high-pressure environments, such as in emergency settings.
Partnership Connect and share across WFP units: Demonstrates an understanding of when and how to tactfully engage other units in conversations on impact, timing, or planning Build strong external partnerships: Networks regularly with key external partners using formal and informal opportunities to understand each partners unique value proposition, and to build and strengthen relationships Be politically agile & adaptable: Demonstrates ability to adapt engagement approach in the context of evolving partner circumstances and expectations Be clear about the value WFP brings to partnerships: Demonstrates ability to articulate to internal and external audiences the value that individual contributions and immediate teams bring to partnerships Yerevan Armenia
Business Support Assistant (Logistics) SC3 Yerevan World Food Programme Yerevan