Business Process Support Assistant

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 individuals who are committed to the mission of alleviating hunger and improving nutrition. WFP's core values include Integrity, Collaboration, Commitment, Humanity, and Inclusion, which guide its operations and interactions with partners and beneficiaries. The organization has received numerous accolades, including the Nobel Peace Prize in 2020, recognizing its efforts in combating hunger and promoting peace. WFP is committed to diversity and equal employment opportunities, encouraging candidates from all backgrounds to apply. For more information, visit their website at https://www.wfp.org and follow them on social media platforms for updates and news.

Job Overview:
The Business Process Support Assistant position is integral to the Common Back Office (CBO) initiative, which aims to streamline operational areas of participating UN agencies in Tanzania by harmonizing procedures and consolidating support services. This role is crucial as the CBO unit expands its services, particularly in the areas of Management Service, Procurement, and Human Resources. The assistant will support the delivery of the CBO initiative, particularly during the rollout of Phase 2, which involves increased workload due to the onboarding of additional common services. The position requires effective coordination with various CBO teams to ensure optimal performance and high-quality business support and customer service. The assistant will be responsible for managing administrative tasks, financial processes, and client service, ensuring that the CBO unit operates efficiently and effectively in delivering its services to UN agencies in Tanzania.

Duties and Responsibilities:
The Business Process Support Assistant will have a diverse set of responsibilities, including:

• Administrative and Financial Task Management: Processing low-value procurements in designated platforms like WINGS, ensuring compliance with procedures, and attaching necessary supporting documents for approvals. Managing invoices and ensuring compliance with IPSAS standards. Monitoring the CBO Portal and assigning tasks according to service lines. Supporting logistical requirements, including management of consumables and meeting coordination.
• Information Collation: Gathering relevant information for reports and correspondence to support the CBO unit's work.
• System and File Maintenance: Regularly updating systems and files, conducting audits, and ensuring information accessibility.
• Client Service and Query Management: Delivering high client satisfaction through effective communication, managing expectations, and addressing discrepancies promptly.
• Focal Point for Business Support Issues: Engaging with different functional units and UN agencies to facilitate communication and collaboration.
• Collaboration and Learning: Working closely with team members, understanding their needs, and contributing to effective teamwork.
• Coordination of CBO activities: Participating in training opportunities and contributing to the development of business support systems and processes.
• Performing other relevant duties as required to support the CBO initiative and its objectives.

Required Qualifications:
Candidates must possess a secondary certificate, with additional professional training in customer service, office administration, business support, protocol, event management, or procurement being highly desirable. Proficiency in relevant tools such as OS/Oracle/SAP and Client Relation Management (CRM) systems is also highly desirable. Candidates should demonstrate strong organizational skills, the ability to coordinate work processes, and a thorough understanding of business operations support roles. Experience in interpreting and applying standard operating procedures (SOPs) consistently in work situations is essential, along with a proven track record in handling client queries and effective communication.

Educational Background:
The educational requirement for this position includes a secondary certificate. Candidates with additional professional training in areas such as customer service, office administration, business support, protocol, event management, or procurement will be viewed favorably. This educational background is essential for understanding the complexities of the role and effectively managing the responsibilities associated with business support within the CBO initiative.

Experience:
Candidates should have at least 5 years of experience in business support or similar roles that involve client-facing responsibilities, support service roles, or comparable positions in a multicultural and dynamic environment. Experience in human resources, procurement, administration, or management services is crucial. Familiarity with administrative office coordination roles and experience in processing invoices on platforms like WINGS, COUPA, or similar systems will be advantageous. The ability to work collaboratively with internal and external colleagues is also essential for success in this role.

Languages:
Fluency in English and Swahili is mandatory for this position, with a proficiency level of C. This bilingual requirement is crucial for effective communication within the diverse environment of the UN agencies in Tanzania, ensuring that the assistant can engage with a wide range of stakeholders and provide the necessary support in both languages.

Additional Notes:
This position is based in Dar es Salaam, Tanzania, and is part of the Common Back Office initiative, which aims to enhance operational efficiency across UN agencies. The role is full-time, and candidates should be prepared for a dynamic work environment that may involve collaboration with various teams and stakeholders. The WFP offers an attractive compensation package, which will be detailed in the Terms and Conditions section of the vacancy announcement. The organization is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. Additionally, WFP does not charge any fees during the application process, and candidates are advised to be cautious of any solicitations for payment.