Business Support Associate

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 eradicating hunger and improving nutrition. WFP is recognized for its efforts in providing food assistance and is a 2020 Nobel Peace Prize Laureate, reflecting its significant contributions to global peace and humanitarian efforts. The organization emphasizes diversity and inclusion, ensuring equal employment opportunities for all individuals, regardless of their background or identity. WFP's vision for its workforce is to cultivate a diverse, skilled, and high-performing team that embodies its core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion. For more information about WFP, visit their official website at https://www.wfp.org and follow them on various social media platforms to stay updated on their initiatives and news.

Job Overview:
The Business Support Associate position at WFP involves delivering standard business support services in various areas, including facilities management, occupational safety and health (OSH) inspections, consumables management, fleet support, vendor coordination, and general office operations. The role is crucial for ensuring accurate recordkeeping and the smooth running of administrative services within the organization. The incumbent will report to the Business Support Associate, G6, and will be responsible for overseeing daily operations related to fleet management, ensuring compliance with transport services, and maintaining the overall efficiency of office operations. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to achieve organizational goals. The successful candidate will play a key role in supporting WFP's mission by ensuring that logistical and administrative functions are executed effectively, thereby enabling the organization to deliver humanitarian assistance to those in need.

Duties and Responsibilities:
The duties and responsibilities of the Business Support Associate include:

• Fleet Support: Supervise drivers and oversee daily operations, including duty assignments and performance evaluations to ensure efficient transport services. Conduct daily fleet status checks, maintain vehicle service checklists, and support booking hub entries and monthly fleet reporting. Develop transport schedules and assist in trip approvals and driver coordination. Track monthly repair costs for budgeting and validate fuel entry data for accuracy.
• Facilities Management & Office Operations: Conduct daily follow-ups on minor repairs, monitor utilities, perform OSH cleanliness inspections, and manage office consumables. Conduct grounds maintenance checks and security" style="border-bottom: 1px dotted #007bff !important;">security verifications, ensuring timely completion of facility-related tasks.
• Consumables & Inventory Administration: Process staff consumable requests, maintain inventory logs, and conduct monthly reconciliations. Collaborate on environmental and waste management initiatives.
• Vendor & Logistics Coordination: Support vendor creation and verification processes, and assist with logistics for imported supplies.
• Maintenance Support: Conduct monthly preventive inspections of facility equipment and perform other duties as assigned. This role requires a high level of organization, attention to detail, and the ability to manage multiple tasks effectively.

Required Qualifications:
The required qualifications for the Business Support Associate position include a Grade 12 certificate with at least 5 O-levels, including English. Candidates must demonstrate the ability to perform routine administrative activities in line with WFP's operating standards and have experience in providing guidance to new staff members. A minimum of 4 years of work experience in administration or transport is essential. Candidates should possess strong computer literacy, including proficiency in Microsoft Office applications, and knowledge of ICT tools such as SAP ERP and ticket-tracking systems. Organizational and time-management skills are crucial, as is the ability to work in a multicultural environment.

Educational Background:
Candidates must possess a Grade 12 certificate with at least 5 O-levels, including English. This educational background is essential for ensuring that candidates have the foundational knowledge and skills necessary to perform the duties associated with the Business Support Associate role effectively.

Experience:
Candidates should have a minimum of 4 years of relevant work experience in administration or transport. This experience should demonstrate the ability to perform routine administrative tasks in accordance with WFP's operating standards and provide support to new staff members. Experience in a multicultural environment is also preferred, as WFP operates in diverse settings and requires staff to collaborate effectively with colleagues from various backgrounds.

Languages:
Fluency in English (level C) is mandatory for this position. Proficiency in additional languages may be considered an asset, but English is the primary language of communication within WFP and is essential for effective collaboration and reporting.

Additional Notes:
This position is full-time and is based in Lusaka, Zambia. The contract duration and specific compensation details will be outlined in the Terms and Conditions section of the vacancy announcement. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. All applications must be submitted through WFP's online recruiting system, and candidates are advised to ensure their profiles are complete and accurate. Selected candidates will undergo rigorous reference and background checks as part of the recruitment process.