Business 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 staff members who are committed to the mission of alleviating hunger and promoting security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. WFP's core values include Integrity, Collaboration, Commitment, Humanity, and Inclusion, and the organization strives to create a diverse and inclusive work environment that reflects the communities it serves. 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.

Job Overview:
The Business Support Assistant position at WFP is designed to deliver standard business support processes for a specific professional area of work, facilitating effective service delivery. The role involves gathering information to support the drafting of documents and preparing reports, responding to queries, and managing routine administrative and financial tasks across various functional areas. The assistant will play a crucial role in ensuring the effective and timely management of resources, contributing to the overall mission of WFP. This position requires a proactive approach to problem-solving and the ability to work collaboratively with a diverse team. The successful candidate will be expected to maintain high standards of accuracy and integrity in data management and documentation, while also providing guidance to junior colleagues.

Duties and Responsibilities:

• Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
• Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
• Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
• Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

Required Qualifications:
The position requires completion of secondary school education. Candidates should possess four or more years of progressively responsible work experience in the relevant business stream, particularly with experience in procurement work. Proficiency in the use of office equipment and computer software packages, such as Microsoft Word, is essential. Candidates should also have a solid understanding of work routines and methods to complete processes with minimal supervision. The ability to communicate tactfully and courteously with a wide range of individuals is crucial, as is the capability to identify data discrepancies and rectify problems requiring attention. Additionally, candidates should be able to offer guidance or basic on-the-job training to more junior staff.

Educational Background:
Candidates must have completed secondary school education. While higher education may be beneficial, it is not explicitly required for this position. The focus is on practical experience and the ability to perform the duties outlined effectively.

Experience:
The ideal candidate should have a minimum of four years of progressively responsible work experience in a relevant business stream, with a strong emphasis on procurement work. This experience should demonstrate the ability to manage administrative and financial tasks effectively, as well as the capacity to work collaboratively in a team environment.

Languages:
Fluency in both oral and written communication in English is mandatory for this position. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position is full-time and is based in Freetown, Sierra Leone. The World Food Programme is committed to providing an inclusive work environment and encourages applications from individuals with disabilities. The organization does not charge any fees in connection with the application or recruitment process. All applications must be submitted through the WFP online recruiting system, and only shortlisted candidates will be contacted for further stages of the recruitment process. WFP is dedicated to maintaining a work environment free from discrimination and harassment.