Business Support Assistant (Supply Chain)

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 to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. WFP is committed to diversity and equal employment opportunities, encouraging qualified candidates from all backgrounds to apply. The organization operates globally, with a mission to ensure effective humanitarian assistance reaches millions of people in need. WFP has a diverse workforce and is dedicated to creating an inclusive work environment that reflects the communities it serves. The organization has received the Nobel Peace Prize in 2020, highlighting its significant contributions to global humanitarian efforts. WFP invests in the personal and professional development of its employees through various training and mentorship programs, fostering a culture of continuous learning and growth.

Job Overview:
The Business Support Assistant (Supply Chain) position at WFP is designed to deliver a wide range of business support processes and activities, primarily serving as an executive assistant to the Head of Supply Chain. The role is crucial for facilitating effective service delivery within the Supply Chain unit. The incumbent will be responsible for coordinating support services, managing administrative and financial tasks, and maintaining records and databases to ensure efficient operations. This position requires a proactive approach to problem-solving and the ability to handle unforeseen situations effectively. The Business Support Assistant will also play a key role in improving business procedures and processes, contributing to the overall efficiency of the Supply Chain operations. The role is vital in ensuring that the unit functions smoothly and that all staff receive the necessary support to perform their duties effectively.

Duties and Responsibilities:
The duties and responsibilities of the Business Support Assistant include, but are not limited to:

• Providing dedicated executive assistant support to the Head of Supply Chain.
• Coordinating and providing a full range of support services, including follow-up actions and resolution of issues, to ensure effective business operations.
• Collating information for reports, documents, and correspondence to support the work of other staff.
• Responding to standard queries and providing timely and accurate guidance.
• Processing and managing routine administrative and financial tasks across various functional areas.
• Managing and maintaining records and databases to ensure organized information is readily available.
• Maintaining relationships with individuals to assist in information sharing and service delivery.
• Proofreading reports and documentation, making necessary changes in line with established guidelines.
• Contributing to the improvement of business procedures and processes. 1
• Collecting and performing basic analysis of data to enhance business information management. 1
• Supporting procurement and invoice processing related to logistics asset management. 1
• Acting as the travel focal point for arranging travel for staff, including ticket bookings and compliance with WFP Travel Guidance. 1
• Assisting unit heads in briefing staff on administrative matters, including visas and documentation requirements. 1
• Arranging meetings and workshops, recommending venues, and ensuring necessary equipment is available. 1
• Assisting in preparing office budgets related to travel expenses and maintaining budgetary control records. 1
• Utilizing digital tools to improve operational efficiency and record management. 1
• Performing other related duties as assigned in line with the position level and expertise.

Required Qualifications:
The required qualifications for the Business Support Assistant position include:

• Completion of secondary school education.
• A post-secondary certificate or bachelor’s degree in business administration, economics, commerce, law, supply chain, social sciences, or a related functional area is desirable.
• Proficiency in the use of office equipment and computer software packages.
• Good knowledge of common business principles and processes, practical business support methods, and procedures used in the area of work.
• Excellent communication skills to collaborate with a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• A high sense of confidentiality and ethics is essential.

Educational Background:
The educational background needed for the Business Support Assistant position includes the completion of secondary school education. A post-secondary certificate or a bachelor’s degree in relevant fields such as business administration, economics, commerce, law, supply chain, or social sciences is highly desirable. This educational foundation will equip candidates with the necessary skills and knowledge to perform effectively in the role.

Experience:
Candidates should have at least 5 years of progressively responsible work experience in the relevant business stream, particularly in general administration, travel, transportation, inventory, and facilities management, preferably within the UN or other international organizations. The experience should demonstrate the ability to perform routine administrative activities in line with WFP's operating standards and provide ad-hoc technical guidance to new staff members.

Languages:
Fluency in both oral and written communication in English and Urdu is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication capabilities within the diverse environment of WFP.

Additional Notes:
This position is a Service Contract with a duration of 12 months, specifically for Pakistan Nationals only. The role offers a competitive benefits package, including salary, leave, and medical insurance. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization emphasizes that no fees will be charged at any stage of the recruitment process, and candidates are encouraged to apply through the official WFP online recruiting system.