Business Support Assistant (Management Services)

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 who are committed to the mission of alleviating hunger and improving nutrition. WFP's vision is to create a diverse, skilled, and high-performing workforce that operates in a healthy and inclusive environment, embodying values such as Integrity, Collaboration, Commitment, Humanity, and Inclusion. WFP has been recognized for its efforts, notably being awarded the Nobel Peace Prize in 202

• The organization is dedicated to personal and professional development, offering training, mentorship, and opportunities for internal mobility, making it an attractive workplace for individuals passionate about humanitarian work.

Job Overview:
The Business Support Assistant (Management Services) will play a crucial role in providing administrative support to the team and ensuring the smooth operation of the Cotabato Field Office. This position involves a variety of routine business support tasks aimed at enhancing the efficiency of the office's operations. The assistant will report to the Management Services Associate and will work under the guidance of the Head of Field Office. The role requires a proactive approach to problem-solving and the ability to manage multiple tasks effectively. The assistant will be responsible for maintaining organized systems and files, addressing queries from program staff, and facilitating travel arrangements and field events. This position is essential for ensuring that the staff are effectively supported in their operations, contributing to the overall mission of WFP in the region.

Duties and Responsibilities:
The Business Support Assistant will be responsible for a range of duties, including but not limited to:

• Facilitating the processing and management of routine administrative and financial tasks across various functional areas to ensure effective and timely utilization of resources. This includes utilizing corporate tools and procedures related to travel management, micro-purchases, procurement, and expense recognition support.
• Maintaining established systems and files to guarantee the accuracy and accessibility of information, thereby supporting functional needs and Field Office operations.
• Addressing routine queries from program staff and escalating issues as necessary to provide prompt and accurate service.
• Delivering a range of standard business support activities to contribute to the efficient operation of business processes.
• Arranging travel and assisting with field events to support field operations.
• Executing data entry tasks in accordance with defined systems, ensuring that information is systematically organized and readily accessible to the business team.
• Collaborating with supervisors on contract management and vendor engagement, particularly concerning management services and business support functions.
• Performing additional related responsibilities as assigned by the supervisor, demonstrating flexibility and a willingness to adapt to the needs of the team.

Required Qualifications:
Candidates must possess a sound understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems. Experience in administration and business support to field operations is essential, along with the ability to coordinate the work of others and provide guidance. Familiarity with working in teams across different functional areas is also required, as well as the ability to contribute to shared projects and goals. Strong organizational skills and attention to detail are critical for success in this role.

Educational Background:
The minimum educational requirement for this position is secondary education, complemented by specialized certification in management or training in personnel or general administration work. A Bachelor’s Degree in Business Administration or a related field is preferred, as it provides a solid foundation for the administrative and management tasks associated with this role.

Experience:
Candidates should have a minimum of four (4) years of progressively responsible experience in general administrative work. Experience within government institutions, international non-governmental organizations (INGOs), or United Nations systems is highly desirable, particularly in complex operational environments. The ability to work collaboratively with different teams and contribute to shared projects and goals is essential for this position.

Languages:
Fluency in both English and Filipino is mandatory, with strong oral and written communication skills in both languages. This proficiency is crucial for effective communication within the team and with external stakeholders.

Additional Notes:
This position is a Service Contract with a duration of 12 months, with the possibility of extension. It is open exclusively to Filipino nationals. The compensation package will be in accordance with WFP’s salary scale and will be communicated during the offer stage. Benefits include medical coverage extendable to eligible dependents, leave benefits, and other applicable entitlements. WFP is committed to providing an inclusive work environment and supports individuals with disabilities by offering reasonable accommodations throughout the recruitment process.