Business Support Assistant (Administration) Intern World Food Programme (WFP)

United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year.

Brief description of WFP in Uganda

WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Uganda with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.

As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.

ARE YOU UP TO THE CHALLENGE?

We are seeking qualified individuals for the position of  Business Support Assistant (Administration) Intern to be based in Kampala. Selected candidates will be employed on Special Service Agreement.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders typically provide administrative support to team(s) and/or support a specific business stream, and report to the relevant Associate. At this level, work is carried out under close supervision or immediately available assistance. Job holders are expected to produce organised and accurate work.

JOB PURPOSE

As part of the UGCO/HR Internship Programme Phase 2 aimed at developing young agile local talent that will enable WFP to thrive within the challenging operational environment.  This is directly aligned with the evolution of WFP Uganda’s strategic direction.

KEY ACCOUNTABILITIES (not all-inclusive)

Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations

Participate in the annual asset and inventory physical count using the GEMS Mobile App and perform reconciliation to correct discrepancies found.

Provide guidance to and follow up with service providers/contractors to ensure that the goods and service acquired are accurate, meet expectations and bring good value for money i.e., generators, lifts, ACs, electrical installation etc.

Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team.

Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.

Support the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff.

Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients.

Any other tasks as assigned by the supervisor

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Builds an understanding of WFP’s Strategic Objectives.
•  Be a force for positive change: Approaches individual tasks and responsibilities with a positive attitude and demeanor.
•  Make the mission inspiring to our team: Understands the impact of WFP activities in beneficiary communities.
•  Make our mission visible in everyday actions: Connects individual tasks and responsibilities to unit’s goals and mission.

People

• Look for ways to strengthen people’s skills: Seeks opportunities to build and enhance individual skills.
•  Create an inclusive culture: Demonstrates respect and understanding for diversity and cultural differences.
•  Be a coach & provide constructive feedback: Identifies and approaches colleagues or supervisors to serve as coaches.
•  Create an “I will”/”We will” spirit: Sets clear goals and measurable targets for own tasks and responsibilities.

Performance

• Encourage innovation & creative solutions: Assesses own tasks and responsibilities to find ways to be more efficient.
•  Focus on getting results: Maintains accurate records of completion times and tasks in own areas of responsibility.
•  Make commitments and make good on commitments: Understands responsibilities and the metrics associated with own tasks.
•  Be Decisive: Notifies supervisors of dangerous situations or potential issues that may arise while in the field or office.

Partnership

• Connect and share across WFP units: Understands WFP’s organizational structure, including the purpose and mission of each unit.
•  Build strong external partnerships: Supports team in working with colleagues and WFP’s partners in the field toward common goals.
•  Be politically agile & adaptable: Maintains a professional and courteous relationship with other WFP employees and partners in the field.
•  Be clear about the value WFP brings to partnerships: Understands own team’s contributions in its partnerships with internal and external stakeholders.

STANDARD MINIMUM QUALIFICATIONS

A recent graduate from a bachelor’s programme from a recognized university in Uganda within the last 3 years 2019-2021 prior to the application for the internship programme, with at least a second-class degree in an Administration related course. University should be certified by the United Nations Educational, Scientific and Cultural Organization (UNESCO). With certified academic certificates and a valid National Identity Card.

At least a Bachelors degree in Business Administration, Social Work and Social Sciences, Human Resources, Industrial Psychology or any related field

At least two years work experience in Administration related activities

Knowledge & Skills: • Good working knowledge and experience in MS Office applications is desirable • Skills: A mature person with good reporting and writing skills, proactive, with initiative and, good communication skills, ability to work in a team and establish effective working relations in a multicultural team environment

Languages: • Fluency in oral and written English