BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

The Common Back Office (CBO) initiative proposes to streamline key operational areas of

participating agencies by harmonizing procedures and consolidating support services into one

facility at the country level. This consolidation is expected to reduce duplication of functions and

administrative and transaction costs, while the harmonized procedures are expected to, at the

same time, increase the quality and effectiveness of these services.

The CBO unit is headed by the CBO Manager and provides common identified services in Common Procurement, Common Logistics, Common Human Resources, Common ICT, Common Finance and Common Administration (including Facility Management) to the United Nations participating entities.

This position is based in Dar es Salaam and reports to CBO Manager. ​

 

THE ROLE

The Common Back Office for all UN entities in Tanzania is currently being rolled out in phases. The CBO unit is scheduled to roll out the next Phases of the Common Administration services – a process that translates to increased workload due to onboarding of additional common services. 
The role of the Business Process Support Assistants ( Management Service, Procurement and HR)  to support the delivery of CBO initiative and administration of the anticipated increased workload in roll out of Phase 2 in the delivery of the CBO initiative as part of the consolidated end -to end service lines in protocol and meetings planning, coordination and servicing, in addition to the common services currently being supported for all the UN Agencies in Tanzania. 
The Business Assistants are key in coordination with the various CBO teams in supporting the increased business processes to ensure optimal performance, business support and customer service to the assigned CBO teams.


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

 

Provide Administrative and Financial Task Management

• Process low value procurements in designated platforms like WINGS in line with set procedures, attaching correct supporting documents and ensure approval prior to commencement of services.

• Process invoices and SES within the reporting financial period and agreed terms of payments within the LTA to ensure 100% IPSAS compliance.

• Monitor CBO Portal and assign tasks in accordance with each service line.

• Support the CBO Unit with all administrative and logistical requirements i.e. management of consumables, facilitation of approval of documents, booking, recording meetings and providing confirmation and feedback within one day.

• Supporting the CBO Unit to ensure smooth functionality, visibility and better client focus.

2.  Collating and maintaining information:

• Facilitate the gathering of relevant information for inclusion in reports, documents and correspondence to support the effective work of CBO Unit.

3. System and File Maintenance:

• Maintain and update systems and files regularly through conducting weekly audits and ensuring accuracy by allocating specific names on files through share point and record keeping folders to ensure information is accessible and up to date.

 

4. Client Service and Query Management:

• Provide high client satisfaction through delivering effectively, building trust, managing expectation and effective communication; accurate identification and reporting of discrepancies to achieve client satisfaction and reduce discrepancies by ensuring timely communication to the team and seek support for streamlining business operations.

 

5. Focal person on Business Support Issues

•  Provide regular engagement and communication with different functional units and UN Agencies focal points.

 

6. Collaboration and Learning:

• Through effective communication through by understanding needs and expectations of others, working closely as a team and learning from team members such as protocol team as well as taking on positive feedback where appropriate to ensure effective teamwork to ensure timely business support delivery for staff.

 

Others

• Coordinate CBO activities in Procurement, processing of low value orders, administration or specific activities in the human resource management processes.

• Take active participation in training and learning opportunities, interactions with and accepting guidance from peers and senior colleagues.

• Contribute towards the development and improvement of business support systems, techniques, tools, processes and procedures.

• Coordinate and participate in internal meetings as required; obtain and provide information and required business support input for Management services, Human resource, Procurement and/or other common service lines in the current or successive phases of the roll out.

• Coordinate with internal and external teams for purposes of ensuring smooth execution of Business support services as per administrative guidelines, CBO MoU, SLA and SOPs.

• Perform other relevant duties as required. 

 

QUALIFICATIONS AND EXPERIENCE:

Education:

• A secondary certificate. Additional professional training in customer service, office administration, business support, protocol, event management or procurement is highly desirable.

• Proficiency in OS/Oracle/SAP and relevant Client Relation Management, CRM, tools is highly desirable. 

Experience:

• At least 5 years’ experience in Business support or similar positions performing client facing roles, support service roles or similar roles in a multicultural and dynamic environment, in Human resource, Procurement, Administration or Management Services.

• Experience in handling administrative office coordination roles or working with internal and external colleagues.

• Experience in processing invoices and performing roles on platforms with transferable skills to such platforms as WINGS, COUPA, Client Relations Management or Similar platform etc is an advantage.

Knowledge and Skills:

• Demonstrated organizational skills in business support, coordinating work processes with internal (within CBO Unit) and external focal points including WFP shared services team and other UN entities or comparable work environments. 

• Thorough understanding of business operations support roles, working with colleagues in coordination of operational and business processes within rules and organization’s policies.

• Experience in interpreting and applying SOPs, rules and procedures and applying them consistently in them in work situations.

• Proven track record in handling client queries and following up on correspondences.

• Ability to coordinate with internal and external stakeholders in a client support service environment

• Demonstrated adaptability and proactive learning and embracing change.

 

Language: Fluency (Level C) in English and Swahili languages. 

 

 

 

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 committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

 

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.