Business Support Assistant

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, established to save lives in emergencies and to use food assistance as a means to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Founded in 1961, WFP operates in over 80 countries, employing thousands of staff members who are dedicated to delivering food assistance and support to those in need. WFP is recognized for its commitment to diversity and equal employment opportunities, encouraging candidates from all backgrounds to apply. The organization has received numerous accolades, including the Nobel Peace Prize in 2020, highlighting its significant contributions to humanitarian efforts globally. WFP's mission is driven by its core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion, ensuring that the needs of the communities it serves are at the forefront of its operations. For more information, visit their website at https://www.wfp.org and follow them on various social media platforms for updates and news.

Job Overview:
The Business Support Assistant position at WFP is designed to deliver a wide range of business support processes and activities that facilitate effective service delivery within the organization. This role is crucial for ensuring that the Qamishli office operates smoothly and that the administrative needs of the staff are met in a timely and quality manner. The assistant will be responsible for managing various operational aspects, including travel management, asset and inventory management, vehicle and generator management, facility and safety management, guesthouse and accommodation management, procurement and contract management, and invoice tracking. The position requires a proactive approach to problem-solving and the ability to work collaboratively with different teams to ensure that all business support functions are executed efficiently. The assistant will report directly to the Finance Associate in the Qamishli office, with overall oversight from the head of the office, making this a pivotal role in the operational structure of WFP in Syria.

Duties and Responsibilities:

• Travel Management: Ensure that the Daily Subsistence Allowance (DSA) is aligned with ICSC rates and applied automatically. Submit Travel Expense Claims (TEC) within 30 days after travel completion for national staff. Maintain an up-to-date Travel Standard Operating Procedure (SOP) that aligns with corporate policies.
• Asset and Inventory Management: Act as the Asset Focal Point, preparing asset count reports and ensuring proper notification of orders and receipt of goods. Verify received items against Purchase Orders (PO) and raise Goods Received Notes (GRN). Maintain regular and preventive maintenance of assets and report any loss, damage, or non-serviceability. Manage disposals with proper approvals and ensure inventory stickers are attached to all non-expendable items.
• Vehicle and Generator Management: Produce monthly status reports for vehicles and ensure they are in safe, roadworthy condition. Maintain logbooks for vehicles and generators, conduct daily pre-checks, and ensure weekly generator tests are performed. Ensure drivers are selected, trained, and have valid licenses, maintaining confidentiality of driver files. Implement FleetWave for vehicle data entry and ensure compliance with WFP vehicle rules.
• Facility and Safety Management: Verify building capacity and ensure compliance with security" style="border-bottom: 1px dotted #007bff !important;">Security/DSS requirements. Ensure reliable connections to utilities and supervise contracted services for cleaning, security, and maintenance. Maintain drainage systems and conduct regular fumigation.
• Guesthouse and Accommodation Management: Act as the Accommodation Focal Point, ensuring guesthouses operate on a full cost recovery basis and meet WFP standards. Maintain contingency supplies and apply financial procedures as per the Finance Memorandum.
• Procurement and Contract Management: Maintain procurement plans to minimize ad-hoc purchases and ensure timely payments to suppliers. Regularly evaluate contractor performance and manage lease contracts to adhere to obligations.
• MOFA Focal Points: Draft correspondences, including Notes Verbal, as required.
• Invoice Tracking System (ITS) Focal Point: Check and match related invoices for goods and services in the Qamishli Office.

Required Qualifications:
The ideal candidate for the Business Support Assistant position should possess a strong understanding of administrative procedures and office management. Knowledge of procurement and contract administration basics, asset and inventory control practices, fleet and facilities management fundamentals, and travel and accommodation coordination is essential. The candidate should also be familiar with financial and invoice tracking processes and proficient in the use of standard digital tools and systems. Strong communication skills, organizational abilities, attention to detail, and compliance awareness are critical for success in this role.

Educational Background:
Candidates are required to have completed secondary school education. A post-secondary certificate in a related functional area is desirable, providing a foundation for the administrative and operational tasks associated with this position.

Experience:
A minimum of 5 years of experience is required, which should include at least 3 years in administration services and/or operations support, along with 2 years in any other relevant field, preferably related to the position. This experience will equip the candidate with the necessary skills to handle the diverse responsibilities of the role effectively.

Languages:
Fluency in both oral and written communication in Arabic and English is mandatory for this position, ensuring effective communication within the team and with external stakeholders. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position is classified as a General Service role, which means it is locally recruited. Only candidates who are nationals of Syria or who already hold valid work authorization in the country are eligible for consideration. The role is full-time, and the successful candidate will be expected to adhere to WFP's leadership framework and organizational values. The organization is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. WFP does not charge any fees in connection with the application or recruitment process, and candidates are advised to be cautious when submitting personal information online.