Business Support Assistant (assistant to Representative and Country Director)

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and building a pathway to peace and prosperity. In Armenia, despite economic growth, food insecurity persists among vulnerable groups. WFP's Country Office requires strengthened operational capacity to ensure inclusive and equitable interventions. This role supports the Country Office in achieving its mandate by enhancing organizational efficiency and coordination.

Job Purpose

The Business Support Assistant (Assistant to Representative & Country Director) provides essential administrative and operational support to the WFP Country Office in Armenia, directly assisting the Representative & Country Director. This role is crucial for ensuring the smooth functioning of the office and facilitating effective communication and coordination with internal staff and external partners. The incumbent will manage correspondence, maintain records and databases, organize meetings and events, and support travel arrangements. Additionally, they will draft and review correspondence, oversee translations, and maintain organizational dashboards. This position plays a key role in enhancing the Country Office's efficiency and its ability to deliver humanitarian assistance effectively to vulnerable populations in Armenia, contributing to WFP's mission of saving lives and changing lives.

Responsibilities

The Business Support Assistant (Assistant to Representative & Country Director) plays a crucial role in supporting the World Food Programme's (WFP) Country Office operations in Armenia. This position is vital for ensuring the smooth functioning of the office and enhancing WFP's ability to deliver on its mandate, especially given persistent food insecurity among vulnerable groups despite economic growth. The assistant directly supports the Representative & Country Director by managing communications with external partners, maintaining calendars, scheduling meetings, and handling correspondence. They are responsible for organizing and attending meetings, preparing minutes, and following up on deadlines and commitments. Travel arrangements for the Country Director and Deputy Country Director are also a key responsibility. Furthermore, the role involves managing records and databases, maintaining the office’s filing system, and ensuring information is readily accessible. The assistant also drafts and reviews correspondence for accuracy and adherence to WFP procedures, and may oversee or perform translations. They are tasked with updating organizational dashboards and event calendars, and will act as the Security Focal Point for the Country Director’s office, as well as the Vendor and Alternate Travel Focal Points. This comprehensive support function is essential for operational efficiency and effective program delivery.

Work Experience

Requires five or more years of progressively responsible work experience in the relevant business stream, including general administrative work. Candidates should possess knowledge of specialized business practices and methods, with the ability to analyze data, resolve problems independently, monitor financial transactions, maintain confidentiality, and work effectively under deadlines with good attention to detail and communication skills.

Skills

Administrative Support, Record Management, Meeting Coordination, Travel Arrangements, Correspondence Management, Document Proofreading, Translation (Armenian, Russian, English), Event Organization, Security Protocol Compliance, Vendor Management, Data Analysis, Financial Transaction Monitoring, Interpersonal Skills, Confidentiality, Attention to Detail, Time Management

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