Business Support Associate

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives in emergencies and building pathways to peace and prosperity. WFP operates in a diverse, inclusive, and multicultural environment, emphasizing personal and professional development for its employees. This role is within the Office of the Regional Director in Dakar, Senegal, reporting directly to the Regional Director.

Job Purpose

The Business Support Associate G6 will provide comprehensive business support services to the Office of the Regional Director, ensuring efficient and effective operations. This role involves coordinating and controlling a range of administrative functions, including providing executive assistant support, preparing reports and documentation, and conducting research. The Associate will manage and organize records and databases, respond to complex queries, and contribute to the improvement of business processes and procedures. Additionally, the position will assist in budget monitoring and reconciliation, and provide guidance and training to junior support staff, ensuring consistent delivery of high-quality support services across the team. The ultimate purpose is to facilitate the smooth functioning of business operations and support the Regional Director's objectives.

Responsibilities

The Business Support Associate (G6) role at the World Food Programme (WFP) involves coordinating and delivering a comprehensive range of business support services to ensure operational effectiveness. Key responsibilities include providing dedicated executive assistant support, preparing detailed reports, documentation, and briefing notes, and conducting relevant research. The role requires actively seeking feedback to enhance business processes and procedures, and responding to complex queries to provide timely resolutions for clients. Additionally, the associate will oversee the maintenance of records and databases, ensuring information is organized, accessible, and compliant with regulations. They will also revise and review correspondence and documentation, contributing to high-quality output. Financial responsibilities include assisting managers with budget planning, monitoring, and reconciliation. The position involves assessing and recommending improvements to procedures, providing a full spectrum of complex business support, and offering advice, support, and training to junior staff. Coordination of junior colleagues' tasks is essential to maintain consistent service delivery according to required standards.

Work Experience

Requires six or more years of progressively responsible work experience in office or general administrative work. Experience assisting Senior Executive Management is a plus. Fluency in both spoken and written English and French is necessary.

Skills

Business Support, Executive Assistant Support, Reporting, Documentation, Research, Process Improvement, Query Resolution, Record Maintenance, Database Management, Correspondence Review, Budget Monitoring, Financial Data Analysis, Procedure Assessment, Service Delivery, Training, Coordination, Confidentiality, Communication Skills, Interpersonal Skills

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