Business Support Assistant (Procurement) 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 (Procurement) 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

Job holders at this level are responsible for completion of a range of procurement processes and activities requiring some interpretation of standard guidelines/practices. The job purpose is to perform and apply appropriate processes, procedures and policies that support the efficient and effective procurement services.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Perform administrative procurement activities in a timely and efficient manner, to support Professional staff in the acquisition of goods and services for efficient field operations.

2. Compile data, prepare and distribute documents, to support successful procurement programs and operational activities.

3. Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services.

4. Coordinate and monitor the delivery of procurement requisitions.

5. Research, collate and present information in standard formats, to enable informed decision making and consistency of information presented to the stakeholders.

6. Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements.

7. Liaise with internal counterparts to support the alignment of procurement activities with wider programmes

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

Education: An undergraduate or 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 a relevant programme to the activities of WFP Uganda Country Office. University degree should be certified by the United Nations Educational, Scientific and Cultural Organization (UNESCO). Experience:

• Experience in Procurement activities • Experience in conducting analyses and developing reports.

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