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Botswana: Business Support Associate Special Service Agreement (SSA) 6 months

NGO/UN Job Vacancy

Organization: World Food Programme
Country: Botswana
Closing date: 23 Jul 2017

Position Title : Business Support Associate

Grade : Special Services Agreement SSA (G6)

Duration : 6 Months

Duty Station : Gabarone, Botswana

The United Nations World Food Programme (WFP) is recognized as the leading solution provider and partner in the struggle to end hunger and malnutrition and particularly for its efforts to reach those furthest behind first.

Being the frontline agency of the United Nations system that delivers innovative hunger solutions to 81 countries each day worldwide; WFP’s 14,800+ strong staff share a vision and commitment to end hunger by 2030. Tackling the causes - not just the symptoms – and operating in the remotest corners of the world, with all logistical means necessary, WFP’s results-focussed team provides nutritious and life-saving food and cash assistance when necessary. Bringing unrivalled experience and operating in the world’s most high profile, difficult environments, WFP upholds the humanitarian principles of humanity, integrity impartiality and neutrality.

In successfully achieving the Sustainable Development Goal 2 (SDG 2) i.e Zero Hunger by 2030, the WFP team actively fosters partnerships with governments, communities, local authorities, civil societies, other UN agencies and the private sector.

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The Department for International Development (DFID) and Swiss Development Corporation (SDC) have requested WFP to provide services to the Southern African Development Community (SADC) in order to implement the regional vulnerability assessment and analysis (RVAA) Strategic Plan 2017-2021. The five-year project was approved by DFID/SDC and SADC in April 2017. WFP will provide technical assistance to VAA at SADC Secretariat and in SADC Member States (MS) to achieve the following outcomes: 1) Regional VAC structures strengthened and incorporated into SADC administrative and financial structures; 2) VAA approaches and methods strengthened, harmonised and integrated; 3) RVAA information products visible, accessible and influential to regional and national policies, strategies and programmes; 4) Enhanced regional learning, innovation and resilience building.

The overall objective of the technical service provision over the next 2-3 years is to: 1) Strengthen the technical capacity of VACs to broaden/integrate complex and emerging issues into the VAA (chronic vulnerability, poverty and resilience) and 2) add value to VAA by increasing technical rigor, coordination, quality and comparability of the analysis. In the longer term and by 2021, the programme seeks to contribute to the institutionalisation of the RVAC and NVAC system resources, and capacity to integrate various VAA tools and approaches for national planning processes and programme responses.

Some of the key activities include the deployment of short-term experts working together with national Vulnerability Assessment Committees to strengthen the Vulnerability Assessment and Analysis reports. In addition, the short-term technical assistance will provide on-the-job training and guidance for the NVACs.

Job Context & Supervision:

The BSA will provide administrative support to the RVAA Technical Support Team (RTST) in Gaborone and the Programme Manager (PM) while reporting directly to the Technical Services Manager based in Gaborone. The BSA will proactively organize and facilitate activities of RTST. The BSA report will report directly to the Technical Services Manager (TSM) and will have some accountabilities to the Programme Manager based in Johannesburg

Key activities:

Under the direct supervision of the Technical Services Manager (TSM), the BSA will be responsible for the following tasks:

Administration & Office management

· Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.

· Oversee the maintenance of records and databases to ensure information is organized and readily available for RTST and compliant with all relevant regulations and policies.

· Prepare and/or print briefing materials for both the TSM/PM for use on official trips or meetings;

· Coordinate maintenance of RTST programme assets;

· Maintain administrative records of RTST programme assets and their maintenance;

· Make travel arrangements for RTST - including preparation of trip documents, tickets and hotel reservations and submission of security clearance

· Provide administrative liaison between the RTST and administrative and accounting services in the RBJ.

Coordination of activities for the RTST Office

· Maintain the TSM calendar and schedule appointments and meetings

· Support the RTST in preparation and organization of regional meetings/workshops;

Communication & Information dissemination

· Provide a full range of business support services to the RTST office to contribute to the effective functioning of business operations.

· Revise and review correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards.

· Actively seek and use feedback to improve business processes and procedures.

· Perform other related duties as required.

Standard Minimum Academic Qualifications:

· Completed secondary school with a diploma in Secretarial/Business Administration studies or equivalent.


· At least 6 years of Administrative work experience of which 3 years should have been in the role of supporting senior staff.

Knowledge and Skills:

· Specialised knowledge of the application of business processes, gained through technical training and work experience.

· Advanced working knowledge of MS Office and Outlook

· Good communication skills

· Ability to analyse and interpret financial data and monitor budgets.

· Ability to proactively identify and recommend areas for improvement to the design and delivery of services.

· Ability to maintain confidentiality.

· Highly efficient, dynamic Individual with a can- do attitude

Language: Fluency in both oral and written communication in English is essential. Working knowledge of French and/or Portuguese, an asset.

How to apply:

Interested individuals meeting the above requirements are requested to apply on the WFP Career Website using the following link: Please search for the position title: Business Support Associate SSA, requisition no: 59362