Business Support Assistant - GSS- Vendor and Customer Master Data Management

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About the Organization

The United Nations World Food Programme 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.

Job Description/Responsibilities

Under the administrative supervision of the Chief RMFA, Rome and under the direct supervision of Finance Officer, Vendor and Customer Master Data Management Unit, India, the incumbent will perform the following duties:

• Process requests for creation and/or maintenance of Vendor or Customer Master Records from Regional Bureaux/Country Offices and HQ units in accordance with established procedures upon receipt of relevant documentation.
• Verify supporting documents and forms received from HQ and field offices.
• Respond to above-mentioned requests and related enquiries within 48 hours from receipt of request or query.
• Provide guidance to HQ and field offices on issues relating to Vendor or Customer Master Records creation and management.
• Set up, classify and maintain unit files. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
• Ensure that VMR documentation received is properly filed and authanicated by the approving officer.
• Provide assistance in the preparation of VMR-related reports/data as necessary. Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
• Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, databases, reports. 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.
• Ensure data integrity in the database, analyze results and initiate corrective actions when necessary. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.

4Ps Core Organizational Capabilities

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

Education Qualification/Required Skills & Experience

• Minimum Qualifications: Secondary school education. First level university will be an added advantage.
• Experience: Minimum four years of progressively responsible support work experience in general administrative work. Good Working knowledge of MS Excel, MS Word, and MS PowerPoint is required.
• Language Requirement: Fluency in both oral and written communication in English and Hindi.

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