Business Support Assistant

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, saving lives and changing lives by providing food assistance in emergencies and working with communities to improve nutrition, strengthen food systems, and build resilience. In El Salvador, WFP implements its Country Strategic Plan (CSP) 2022-2027, focusing on strengthening national capacities for inclusive, resilient, and sustainable food systems, notably through school feeding programs.

Job Purpose

The Business Support Assistant will ensure the high-quality and timely execution of administrative services, optimizing processes in line with WFP policies and regulations. This role requires strong interpersonal skills, tact, respect, and cordiality in interactions with internal clients and suppliers to achieve process efficiency. The assistant will support the Programme Unit by coordinating and following up on operational and administrative services, including national and international travel management, logistical support for events, maintaining tracking tools and databases, and preparing documentation for reports. Additionally, the role involves supporting administrative and financial tasks, managing office assets, processing requisitions and purchase orders, and maintaining accurate records and systems to ensure information availability and facilitate continuous improvement of administrative services.

Responsibilities

The Business Support Assistant plays a crucial role in coordinating and overseeing operational and administrative services within their unit. This involves managing national and international travel arrangements for personnel, consultants, and partners, including processing travel authorizations, logistical planning, and reconciliations. The role also supports the logistical and administrative planning of workshops, meetings, field visits, and program-related events. Maintaining and updating tracking tools, databases, and reports is essential for consolidating information and ensuring timely coordination of administrative and programmatic processes. The assistant gathers information for document drafting and report preparation, and supports ordinary administrative and financial tasks, coordinating with relevant units for efficient resource management. They also assist with administrative processes related to facilities, office assets, and policy compliance, identifying new needs to enhance operational efficiency and cost-effectiveness. Furthermore, the role involves preparing requisitions and purchase orders, maintaining systems and records for data accuracy and accessibility, and ensuring administrative processes are up-to-date with WFP policies. They identify data discrepancies, provide guidance to less experienced colleagues, and perform other related duties as required by the Programme Unit, contributing to the continuous improvement of administrative services.

Work Experience

Requires a minimum of four years of professional experience with increasing responsibility in the relevant operational sphere, along with experience in general administrative tasks.

Skills

Administrative Support, Operational Support, Logistics Coordination, Travel Management, Event Planning, Database Management, Reporting, Financial Administration, Procurement, Data Integrity, Client Service, Risk Management, Resource Management, Interpersonal Skills, Analytical Skills, Strategic Thinking, Assertive Communication, Planning and Organization

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