Business Support Assistant to the Deputy Regional Director

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 individuals recovering from conflict, disasters, and the impacts of extreme weather. WFP operates globally, with a mission to ensure that effective humanitarian assistance reaches millions of people in need. The organization is committed to diversity and equal employment opportunities, encouraging qualified candidates from all backgrounds to apply. WFP has a diverse workforce and values integrity, collaboration, commitment, humanity, and inclusion in its operations. To learn more about WFP, visit their official website and follow them on various social media platforms for updates and news.

Job Overview:
The Business Support Assistant position is designed to provide a wide range of business support processes and activities that facilitate effective service delivery within the organization. This role is crucial in ensuring that the Deputy Regional Director's office operates smoothly and efficiently. The assistant will be responsible for collating information for reports and documents, responding to queries, managing administrative and financial tasks, maintaining records and databases, and supporting the planning and execution of events organized by the Regional Director's Office. The position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to ensure that the office's objectives are met. The assistant will also contribute to the improvement of business procedures and processes, ensuring that the office operates at optimal efficiency.

Duties and Responsibilities:
The Business Support Assistant will have a comprehensive set of duties and responsibilities, including but not limited to:

• Collating information for reports, documents, and correspondence to support the effective work of other staff members.
• Responding to standard queries and providing timely and accurate guidance to staff and stakeholders.
• Processing and managing routine administrative and financial tasks across various functional areas to contribute to the effective management of resources.
• Managing and maintaining records and databases to ensure that information is organized and readily available for staff use.
• Maintaining relationships with a range of individuals to provide business support and assist in information sharing and service delivery.
• Proofreading reports, documentation, and correspondence, making necessary changes in line with established guidelines.
• Contributing to the improvement of business procedures and processes to enhance operational efficiency.
• Collecting and performing basic analysis of data to contribute to quality business information management.
• Providing guidance to junior colleagues in performing their duties effectively. 1
• Supporting the planning and execution of events organized by the Regional Director's Office, including leadership meetings and government forums. 1
• Assisting with business processes related to the implementation of programs and projects led by the Regional Director's Office.

Required Qualifications:
Candidates must possess a completion of secondary school education, with a post-secondary certificate in a related functional area being desirable. Additionally, candidates should have five or more years of progressively responsible work experience in the relevant business stream, particularly in general administrative work. Knowledge of specialized common business practices and methods is essential, gained through relevant technical training and experience. Candidates should demonstrate the ability to develop and maintain relationships with a range of individuals to provide high-quality support services, carry out basic data analysis, monitor and record financial transactions, and maintain confidentiality in all dealings.

Educational Background:
The educational background required for this position includes the completion of secondary school education. A post-secondary certificate in a related functional area is considered desirable, indicating that candidates should have a foundational understanding of the business processes relevant to the role.

Experience:
The position requires candidates to have five or more years of progressively responsible work experience in the relevant business stream. This experience should include a strong background in general administrative work, demonstrating the ability to handle various tasks and responsibilities effectively and efficiently.

Languages:
Fluency in English (level C) is mandatory for this position. Depending on the location of the post or area of responsibility, fluency (level C) or intermediate knowledge (level B) of another official language may also be required. For positions in the field, fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different, is essential.

Additional Notes:
This position is based in Panama City, Panama, and is classified under the General Service level

• The contract duration is for 12 months, and the position is open to Panamanian citizens or residents with a permanent visa. The initial appointment is subject to a probationary period of one year, and successful candidates will be placed in a roster for two years. The WFP offers an attractive compensation package, and candidates are encouraged to consult the UN Salary Scale for Panama for reference. The organization is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process.