Business Support Assistant (Réceptionniste)

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization dedicated to saving lives in emergencies and using food assistance to build a pathway to peace, stability, and prosperity for people recovering from conflict, disasters, and the impact of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who are committed to the mission of eradicating hunger. WFP's vision emphasizes diversity, inclusion, and the importance of a healthy work environment, where employees are selected based on merit and are encouraged to grow professionally. WFP has been recognized for its efforts, notably being awarded the Nobel Peace Prize in 2020 for its work in combating hunger and promoting peace. The organization is dedicated to fostering a culture of collaboration and commitment, ensuring that its workforce is skilled and high-performing, and that it operates in alignment with its core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion. For more information, visit the WFP website and follow them on various social media platforms to stay updated on their initiatives and achievements.

Job Overview:
The Business Support Assistant (Réceptionniste) position at WFP involves providing essential administrative support to ensure that staff members receive the assistance they need to perform their duties effectively. This role is crucial in maintaining the operational efficiency of the office, particularly in managing communications, documentation, and logistical arrangements. The assistant will be responsible for a variety of tasks that contribute to the smooth functioning of the office, including managing correspondence, organizing travel arrangements, and maintaining accurate records. The position requires a proactive approach to problem-solving and the ability to work collaboratively with different teams within the organization. The assistant will also play a key role in ensuring that the office adheres to WFP's standards and best practices in service delivery, thereby enhancing the overall effectiveness of the organization in fulfilling its humanitarian mission.

Duties and Responsibilities:
The Business Support Assistant will have a wide range of responsibilities, including but not limited to: collecting, sorting, and distributing mail and documents to meet staff requirements; responding to routine inquiries and escalating complex issues to higher levels as necessary; proofreading documents to ensure accuracy; proposing standard operational activities to enhance efficiency; organizing travel bookings and events to support staff operations; managing office records and archives to ensure information is current and accessible; entering and updating data in internal systems to maintain organized records; ensuring that databases are regularly updated for reliability and accessibility; handling customer service tasks to facilitate prompt and efficient service delivery; acting as a point of contact for internal and external service requests; liaising with internal and external stakeholders to ensure compliance with WFP regulations; collaborating with specialized functions to coordinate the delivery of products and services; following up on requests to provide proactive updates to clients; and working with colleagues to maintain a catalog of products and services offered by the office.

Required Qualifications:
Candidates must possess a minimum of a high school diploma (Baccalauréat), with a post-secondary certificate in a relevant field being desirable. A minimum of three years of professional experience in reception or administrative support is required. Proficiency in office software tools such as Microsoft Word, Excel, PowerPoint, and Outlook is essential. Familiarity with document management systems and databases is necessary, along with the ability to use administrative management platforms like ERP or SAP. Candidates should demonstrate strong communication skills, discretion, integrity, and a customer service orientation. Attention to detail and the ability to adhere to deadlines and follow clear instructions are critical for success in this role.

Educational Background:
The educational requirement for this position includes at least a high school diploma (Baccalauréat). A post-secondary qualification in a relevant functional area is preferred, which may enhance the candidate's ability to perform the duties associated with the role effectively.

Experience:
The position requires a minimum of three years of relevant professional experience in reception or administrative support roles. Candidates should have a proven track record of managing office tasks efficiently and effectively, demonstrating the ability to work in a fast-paced environment while maintaining high standards of service delivery.

Languages:
Fluency in French is mandatory for this position, as it is the primary language of communication within the organization. Basic knowledge of English is considered an asset, as it may facilitate communication with international colleagues and stakeholders.

Additional Notes:
This position is a fixed-term contract for a duration of 12 months, with the possibility of renewal based on performance and organizational needs. The role is classified at the GS3 level, indicating a junior to mid-level position within the organization. WFP is committed to providing an inclusive work environment and encourages applications from individuals with diverse backgrounds. The organization does not charge any fees during the recruitment process and emphasizes the importance of a fair and transparent hiring process.