The Business Support Assistant (Liaison Services) role is primarily to support senior CO management in providing effective liaison with the national authorites in Sana’a, meeting arrangement as well as providing interpretation services. The role also provides administrative support related to documentation management and other general support tasks. At this level, work is carried out under minimal supervision ensuring work is produced in an organised and accurate manner.
The BSA reports to the DCD Operations and provides services to CO senior management, as and when required.
KEY ACCOUNTABILITIES (not all-inclusive)
- Provide liaison services between national authorities in Sana’a and CO management to ensure effective support is provided in maintaining and facilitating contacts and partnerships.
- Arrange and facilitate meetings supporting CO management with interpretation from Arabic to English and vice-versa as well as taking meeting notes, where required.
- Provide basic translation of WFP internal and also external documents (i.e. messages, minutes, official correspondence with local authorities) and arrange translated documentation in an agreed format.
- Liaise with other WFP translators and Business Support Assistants to ensure work is completed effectively and in line with the required procedures.
- Maintain confidentiality when handling various documentation.
- Maintain documents and files, to ensure information is accurate and readily available, as required.
- Perform other general administration duties, as required.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience: Four or more years of progressively responsible work experience in the administrative role performing interpretations from Arabic to English and vice-versa as well as general administrative work with at least one year of experience in the humanitarian sector (eg. NGO or UN). Demostrated skills in the graphic design is an asset.
Language: Fluency (level C) in English and Arabic languages.
Knowledge and skills required:
- Knowledge and practical demonstrated experience in interpretation and translation methods.
- Demonstrated ability to identify discrepancies and rectify problems requiring attention.
- Proficient in the use of office equipment and computer software packages, such as Microsoft Word, PPT, PDF, Excel.
- Knowledge of work routines and methods in order to complete processes under minimal supervision.
- Ability to use tact and courtesy to give, process and receive information.
4Ps CORE ORGANISATIONAL CAPABILITIES
- 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.
- 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.
- 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.
- 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.