Business Support Assistant

Background

African Risk Capacity (ARC) is a Specialised Agency of the African Union . The ARC Agency leads the ARC Group, a development finance institution that provides financial tools and infrastructure to help countries manage natural disaster risk and adapt to climate change. It counts 32 AU countries as members and is supervised by a ministerial level governing board elected by its Conference of the Parties. The ARC design and establishment phase was managed by WFP, under a MoU with the African Union, and WFP continues to provide administrative services support to the ARC Agency through an administrative services agreement.

In 2014, ARC launched its initial risk insurance product for member states through its financial affiliate the ARC Insurance Company Limited (ARC Ltd). ARC Ltd is a specialist hybrid mutual insurance company and Africa’s first ever disaster insurance pool, aggregating risk by issuing insurance policies to participating governments and transferring it to the international market. ARC Ltd uses the satellite weather surveillance software Africa RiskView, to estimate the impact of drought on vulnerable populations – and the response costs required to assist them – before a season begins, and as it progresses, so that index-based insurance payouts, based on Africa RiskView, are triggered at or before harvest time if the rains are poor. ARC Ltd issued drought insurance policies totalling USD 129 million for a total premium cost of USD 17 million to a first group of African governments – Kenya, Mauritania, Niger and Senegal – in May 2014, marking the launch of the inaugural ARC pool with the support of a USD 200 million initial capital commitment provided by the governments of Germany (through KfW on behalf of BMZ) and the United Kingdom (DFID). The past years the insurance pool has continued to grow. ARC aims to reach up to 30 countries with drought, flood and cyclone coverage totalling up to USD 1.5 billion in sum insured by 2020.

Since its creation in 2012 the ARC Agency has been working towards establishing and mainstreaming its operational procedures and in-country work programme with ARC Member States. At the country-level the ARC Secretariat of the ARC Agency supports ARC in-country technical working groups on several technical and political work-streams as they progress towards making an informed decision on participating in the ARC Ltd insurance pool. The ARC Secretariat Technical Team supports the technical aspects of this interaction, including working with countries to customise and validate Africa RiskView and select risk transfer parameters for their insurance products. The Research & Development (R&D) department maintains and improves, where possible, the Africa RiskView software and underlying risk models, develops new insurance products for ARC Member States and provides technical and software-related support to internal and external users.

Responsibilities

The African Risk Capacity (ARC), a specialised agency of the African Union administered by the UN World Food Programme, is looking for a suitably qualified candidate to fill the post of Business Support Assistant based in Johannesburg, South Africa.

Under the direct supervision of the Head of Adminstration and Finance, the Business Support Associate Assistant will perform the following duties (not all-inclusive):

1. Protocol - responsible for staff UNLP applications, accreditation, diplomatic cards and shipment
2. MPO and PR focal point - Raise Micro Purchase Orders/Purchase Requests (MPOs/PR) for admin needs in accordance with MPOs/POs directive
3. Invoice processing for admin department services:
   • Raise PRs and monitor conversion to Purchase Order (PO)
   • Raise Service Entry Sheets/Good Receipt Notes (SESs/GRNs)
   • Monitor PO values and ensure sufficient funds for invoice processing and reconcile all invoices against POs
   • Administration and reconciliation of petty cash requests
   • Company Vendor creation focal point
   • Monitor and process invoices on the Invoice Tracking System.
   • Monthly analysis and follow up of outstanding Fund Commitments and Pre-Commitments
4. Inventory,Supply and Vehicle Management for ARC Johannesburg Office
   • Focal point for inventory and supply management; performs duties involving the acquisition, cataloguing, maintenance of equipment, supplies, materials and services
   • Liaise with WFP for all related procurement activities and maintain an inventory of all ARC assets
   • Maintenance, insurance, fuel and log book for the official vehicle
5. Stationery focal point - Keep accurate record and reports monthly on stationery supply and consumption
6. Ensure registration and distribution of all outgoing and incoming courier mail
7. Telephone bills coordinator:
   • Generate, distribute and compile monthly reports on phone expenditure
   • Administer monthly outstanding private phone calls of all staff • Keep an accurate record of all handsets, mobile sim cards and contracts in the office
   • Respond to all queries related to mobile phones and liaise with service provider in that regard
8. Act as alternate for Travel Assistant and Programme Associate, and support with workshop and conference related activities
9. Any other duties as assigned by the Head of Finance and Adminstration

4Ps core organisational 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.

Qualifications and Experience

Education:

Completion of high school education (Grade 12 or equivalent). A post-secondary certificate in the related functional area is desirable. Training or courses related to administration or related discipline an advantage.

Language:

Fluency in both written and oral English, French would be an advantage.

Experience:

At least five years of progressively responsible work experience in administrative support with experience in general administrative work. At least one year at G5 level or equivalent.

Knowledge:

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Ability to monitor and record financial transactions.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality
• Knowledge of standard computer applications including word processing and spreadsheets. Knowledge of ERPs (SAP, Oracle or similar software packages and systems) and/or use of data base an advantage.