Assistant(e) de gestion (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 eradicating hunger and ensuring that no child goes to bed hungry. WFP's work is guided by its core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion, and it strives to create a diverse and inclusive workforce 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. The organization emphasizes the importance of personal and professional development for its employees, offering various training and mobility opportunities across its global offices.

Job Overview:
The position of Business Support Assistant is crucial for the effective functioning of the WFP's operations in the Democratic Republic of the Congo, specifically in the regions of Tshikapa and Kananga. The successful candidate will be responsible for supporting the administrative and operational functions of the office, ensuring that services are delivered efficiently and effectively to meet the needs of beneficiaries. This role requires a proactive approach to problem-solving and the ability to work collaboratively with diverse teams. The Business Support Assistant will play a key role in maintaining administrative practices that align with WFP's mission of providing food assistance and supporting communities in crisis. The position involves a variety of tasks, including managing information, assisting with travel arrangements, and ensuring compliance with organizational protocols. The ideal candidate will be adaptable, detail-oriented, and committed to the values of WFP, contributing to the organization's goal of achieving Zero Hunger.

Duties and Responsibilities:
The Business Support Assistant will be responsible for a range of administrative and operational tasks, including but not limited to:

• Ensuring the effective management of facilities and light vehicles, including maintaining up-to-date records and ensuring compliance with travel protocols.
• Compiling and processing various information to support the preparation of standardized documents and reports, facilitating decision-making processes.
• Managing both paper and electronic records in accordance with established procedures to ensure quick and easy access to data as needed.
• Conducting simple data analysis and research to provide reliable information for resource management.
• Acting as the first point of contact for internal information requests, efficiently resolving daily operational issues.
• Contributing to the continuous improvement of services by providing feedback on current practices and suggesting enhancements.
• Assisting colleagues in drafting documents and reports by gathering relevant information according to clear guidelines.
• Handling routine administrative and financial tasks across various functional areas to ensure timely and effective resource management.
• Maintaining standard systems and files to ensure reliable information access for the relevant service area. 1
• Identifying and reporting discrepancies in data and statistics to higher management to support service beneficiaries. 1
• Ensuring data integrity within internal systems, maintaining the reliability of information. 1
• Providing guidance on management support practices to less experienced colleagues to ensure consistent service delivery. 1
• Collaborating with diverse individuals and gathering feedback to enhance management support for staff. 1
• Performing any other duties as assigned by the supervisor.

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

• Completion of secondary education is mandatory.
• A post-secondary certificate in Administrative or Business Management is desirable.
• Proven ability to perform daily tasks in accordance with WFP's operational standards.
• Experience in communicating instructions effectively to new staff members and adapting to various circumstances.
• A minimum of five (5) years of professional experience in administrative work is required.
• Proficiency in using office equipment and software, including Microsoft Word, Excel, and PowerPoint.
• Familiarity with standard procedures and methods applicable to the role, with the ability to work with minimal supervision.
• Strong interpersonal skills, demonstrating tact and courtesy in interactions with diverse individuals.
• Ability to identify discrepancies in data and address issues requiring attention. 1
• Capability to provide basic on-the-job training to less experienced staff members.

Educational Background:
Candidates must have completed secondary education, with a preference for those who have obtained a post-secondary certificate in Administrative or Business Management. This educational background is essential for understanding the administrative processes and practices required for the role.

Experience:
Candidates should possess a minimum of five (5) years of relevant professional experience in administrative roles. This experience should demonstrate the ability to manage daily tasks effectively and communicate instructions clearly to colleagues. Familiarity with the operational standards of WFP and experience in a humanitarian context will be advantageous.

Languages:
Fluency in both spoken and written French is mandatory for this position, as it is the primary language of communication within the organization and the region. Knowledge of English is considered an asset, as it may facilitate communication with international colleagues and stakeholders.

Additional Notes:
This position is classified at the SC5 grade level, indicating a mid-level role within the organization. The contract duration and specific terms of employment will be outlined in the Terms and Conditions section of the vacancy announcement. The role is full-time, and WFP is committed to recruiting both nationally and internationally, ensuring a diverse pool of candidates. Compensation and benefits will be competitive and in line with WFP's policies, reflecting the organization's commitment to attracting and retaining talented individuals.