Business Support Assistant (Management Services)

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 individuals who are committed to the mission of eradicating hunger and improving nutrition. WFP is recognized for its efforts and was 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 within the organization. The role is crucial in ensuring that administrative and financial tasks are managed efficiently, contributing to the overall effectiveness of the Country Office operations. The job holder will be expected to work under minimal supervision, producing organized and accurate work while undertaking specific business support activities. This position is integral to the functioning of the office, as it supports various teams and ensures that resources are managed effectively and timely. The Business Support Assistant will also be responsible for providing guidance on standard practices to junior staff, thereby fostering a collaborative and efficient work environment.

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, contributing to the effective and timely management of resources.
• Provide revision and proof-reading services for standard documents, contributing to the development of accurate documentation.
• Take responsibility for the maintenance of set standard systems and files, ensuring 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 to support clients in delivering their work.
• Take responsibility for data integrity to facilitate the 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 the completion of secondary school education as a minimum qualification. Candidates should possess four or more years of progressively responsible work experience in the relevant business stream, with a strong background in general administrative work. Proficiency in the use of office equipment and computer software packages, particularly Microsoft Word, is essential. Candidates should have a solid understanding of work routines and methods to complete processes under minimal supervision. The ability to use tact and courtesy in communication 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. Higher education or specialized training in business administration or a related field may be advantageous but is not mandatory for this position.

Experience:
The role requires a minimum of four years of progressively responsible work experience in a relevant business stream, particularly in general administrative tasks. Experience in a humanitarian or international organization is preferred but not essential. Candidates should demonstrate a track record of effectively managing administrative responsibilities and supporting teams in achieving their objectives.

Languages:
Fluency in both oral and written communication in the UN language in use at the duty station (English) is mandatory. Knowledge of the local language (Krio) is an advantage but not required. Candidates should be able to communicate effectively with diverse stakeholders, ensuring clarity and understanding in all interactions.

Additional Notes:
This position is based in Monrovia, Liberia, and is a full-time role within the WFP Country Office. The contract duration and specific terms of employment will be discussed during the recruitment process. WFP is committed to providing an inclusive work environment and encourages applications from individuals with disabilities. The organization does not charge any fees during the recruitment process and emphasizes the importance of submitting applications through the official online recruiting system.