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. WFP operates globally, with a mission to ensure that no one goes hungry, and it is recognized for its commitment to diversity and equal employment opportunities. WFP was awarded the Nobel Peace Prize in 2020, highlighting its significant contributions to humanitarian efforts worldwide. The organization emphasizes a diverse, committed, and skilled workforce, fostering an inclusive work environment that aligns with its core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion. WFP has numerous country, regional, and global offices, providing employees with opportunities for personal and professional development through various training and mobility programs. For more information, visit their official website at https://www.wfp.org and follow them on social media platforms.

Job Overview:
The Business Support Assistant position at WFP is crucial for ensuring the smooth operation of administrative and logistical services within the organization. This role is designed for individuals who are detail-oriented and possess strong organizational skills, as they will be responsible for coordinating various operational and administrative tasks. The primary focus of this position is to provide high-quality administrative support, ensuring that services are delivered efficiently and in accordance with WFP policies and guidelines. The Business Support Assistant will work closely with the Program Unit, reporting directly to the Head of Programs, and will be involved in a range of activities including travel management, logistical planning for workshops and meetings, and maintaining databases and reporting tools. The role requires a proactive approach to problem-solving and a commitment to customer service, as the assistant will interact with internal staff and external partners to facilitate effective program implementation. This position is integral to the success of WFP's mission in El Salvador, particularly in supporting the implementation of the Country Strategic Plan (CSP) 2022-2027, which aims to enhance national capacities for inclusive, resilient, and sustainable food systems.

Duties and Responsibilities:

• Coordinate and follow up on operational and administrative services for the unit, including managing national and international travel for staff, consultants, participants, and government partners, preparing and tracking Travel Authorizations, logistical arrangements, travel advances, reconciliations, protocol activities, and other support processes, ensuring timely and effective service delivery and reporting any discrepancies to the supervisor.
• Assist in the logistical and administrative planning and coordination of workshops, meetings, missions, field visits, and events related to program implementation.
• Maintain and update tracking tools, databases, planning matrices, and reports, consolidating information to facilitate timely coordination and follow-up of administrative and programmatic processes with various support units.
• Gather information to serve as a basis for drafting documents and preparing reports by other staff members.
• Provide support in processing and managing routine administrative and financial tasks across various functional areas, as well as coordinating processes with relevant units to contribute to the effective and timely management of resources.
• Assist in the necessary processes to carry out administrative tasks, including issues related to facilities, office assets, compliance with policies, etc., and help identify new needs to enhance operational efficiency and effectiveness.
• Prepare requisitions and purchase orders related to consolidated administrative services of the organization.
• Ensure the maintenance of systems, standard files, tracking tools, and established records to guarantee that information is accurate and readily available for the relevant function, keeping administrative processes updated and supporting the implementation of operational procedures to contribute to the continuous improvement of administrative services within their area of responsibility.
• Identify simple discrepancies in statistics and data, such as missing information, and communicate them to higher-level officials to assist clients in performing their work. 1
• Ensure the integrity, consolidation, and availability of data to facilitate access to accurate information in institutional systems and management tools. 1
• Provide guidance on standard operational support methods and practices to less experienced colleagues to ensure services are delivered consistently and in accordance with established requirements. 1
• Perform other related functions as required by the Program Unit.

Required Qualifications:
The ideal candidate for the Business Support Assistant position should possess a range of competencies and skills that are essential for effective performance in this role. These include proficiency in the use of office equipment and software packages, such as Microsoft Word, and a solid understanding of daily work tasks and methods to complete processes with minimal supervision. The candidate should demonstrate tact and courtesy when exchanging information with a diverse range of individuals, as well as the ability to identify data discrepancies and resolve issues that require attention. Additionally, the candidate should be capable of providing basic guidance or training to subordinate staff in the workplace. Strong communication skills, both verbal and written, are essential, as is the ability to work collaboratively in a team environment. The candidate should also exhibit a customer-focused approach, ensuring that the needs of clients are prioritized and addressed effectively.

Educational Background:
Candidates must have completed secondary education, with a preference for those who have obtained a Technical University Degree in Business Administration or an equivalent qualification in a related field of office management and administration. This educational background provides the foundational knowledge necessary for understanding the administrative processes and functions required in this role.

Experience:
A minimum of four years of progressively responsible professional experience in the relevant operational area is required, with a focus on general administrative tasks. This experience should demonstrate the candidate's ability to handle increasing levels of responsibility and complexity in their work, showcasing their capability to manage administrative functions effectively and efficiently.

Languages:
Fluency in Spanish, both oral and written, is mandatory for this position, as it is the primary language of communication within the organization and with local stakeholders. Proficiency in English at an intermediate level, both oral and written, is desirable, as it may facilitate communication with international colleagues and partners.

Additional Notes:
This position is offered under a Service Contract at Level 4, with a duty station in San Salvador, El Salvador. The contract duration is for 12 months, with the possibility of extension based on organizational needs and performance. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization emphasizes a commitment to diversity and equal employment opportunities, encouraging qualified candidates from all backgrounds to apply. The compensation package is attractive and includes various benefits, which can be referenced in the Terms and Conditions section of the vacancy announcement.