Business Support Assistant-Supply Chain L4

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 pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who are committed to the mission of alleviating hunger and improving nutrition. WFP's vision is to create a future where every person has access to the food they need to live a healthy and active life. The organization values diversity and inclusion, ensuring that all employees are treated with respect and dignity, regardless of their background. WFP has received numerous accolades for its work, including the Nobel Peace Prize in 2020, highlighting its commitment to humanitarian efforts worldwide.

Job Overview:
The Business Support Assistant in the Supply Chain unit plays a crucial role in maintaining the efficiency and effectiveness of supply chain operations. This position involves managing and tracking supply chain incidents, processing invoices, and ensuring that procurement requests meet the necessary specifications. The assistant will work closely with various stakeholders, including retailers and cooperatives, to facilitate smooth operations and timely responses to inquiries. The role requires a proactive approach to problem-solving and the ability to maintain accurate records and data integrity. The assistant will also support routine administrative and financial tasks, contributing to the overall management of resources within the Supply Chain unit. This position is essential for ensuring that WFP can deliver its humanitarian assistance effectively and efficiently, ultimately impacting the lives of millions of people in need.

Duties and Responsibilities:

• Maintain accurate records of all Supply Chain incidents requiring urgent attention, including Food Incidents reported by monitors, CFM Calls, and field reports, and escalate issues for timely resolution.
• Track all Supply Chain invoices and provide weekly status updates on each invoice, following up with the Finance unit on delayed invoices and providing feedback to vendors (retailers and cooperatives).
• Perform Retailer and Cooperatives SCOPE verification and Settlement processes, ensuring timely generation and sharing of invoices with cooperatives and retailers.
• Collaborate with Requesting Units to inspect goods and services to ensure procurement requests meet specifications.
• Process vendor invoices in WINGS and Invoice Tracking System (ITS), and launch tenders in SmartSourcing, analyzing quotes for the award of goods and services.
• Serve as immediate backup to Logistics and Procurement Associates to ensure business continuity in their absence.
• Respond to queries from cooperatives and retailers, escalating issues where appropriate to provide timely and accurate service.
• Support the processing and management of routine administrative and financial tasks within the Supply Chain Unit to contribute to effective resource management.
• Take responsibility for maintaining standard systems and files, ensuring information is accurate and readily available. 1
• Act as a notetaker for all Supply Chain meetings, ensuring all minutes are recorded and filed appropriately. 1
• Ensure data integrity to facilitate the availability of accurate information in corporate systems.

Required Qualifications:

• Completion of secondary school education is required.
• Proficient in the use of office equipment and computer software packages, particularly Microsoft Word.
• Knowledge of work routines and methods to complete processes with minimal supervision.
• Ability to use tact and courtesy when giving and receiving information from a wide range of individuals.
• Strong problem-solving skills, with the ability to identify data discrepancies and rectify issues requiring attention.
• Capability to offer guidance or basic on-the-job training to more junior staff members.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. Additional certifications or training in business administration, supply chain management, or related fields would be advantageous but are not mandatory.

Experience:
Candidates should have four or more years of progressively responsible work experience in a relevant business stream, with a focus on general administrative work. Experience in supply chain operations, logistics, or procurement is highly desirable, as it will provide the necessary background to effectively manage the responsibilities of this role.

Languages:
Fluency in English (level C) is mandatory for this position. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position is a Service Contract with a duration of 12 months. It is based in the Country Office in Monrovia, Liberia. The role is full-time, and WFP is committed to providing an inclusive work environment free from discrimination and harassment. The organization offers an attractive compensation package, which will be detailed in the Terms and Conditions section of the vacancy announcement. WFP encourages applications from qualified candidates regardless of their background, and all employment decisions are made based on organizational needs, job requirements, merit, and individual qualifications.