Assistant(e) de Gestion (business Support Assistant) SC5 - Kananga et Tshikapa

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and using food assistance to build a pathway to peace, stability, and prosperity. WFP operates globally, ensuring that people recovering from conflict, disasters, and climate change impacts receive vital support. The organization values diversity, inclusion, and the professional development of its staff.

Job Purpose

The Business Support Assistant (SC5) will provide essential administrative and operational support to WFP's offices in Kananga and Tshikapa, Democratic Republic of Congo. This role is crucial for ensuring the efficient and effective implementation of WFP's Country Strategic Plan, which focuses on saving lives and building resilience. The incumbent will manage various administrative tasks, including facility and vehicle management, travel administration, and maintaining up-to-date information to foster a safe and productive work environment. They will also be responsible for processing and managing information, maintaining records, and conducting basic data analysis to support decision-making and resource management. Serving as a primary point of contact for internal inquiries, the Assistant will contribute to the continuous improvement of services by providing insights into common practices and methods. This position requires a proactive individual who can handle routine administrative and financial tasks, manage standard systems and files, and ensure data integrity, ultimately contributing to the timely and effective delivery of WFP's humanitarian assistance.

Responsibilities

The Business Support Assistant plays a crucial role in ensuring the smooth and efficient operation of an office or unit. Under the direct supervision of a manager, this role involves implementing various procedures and activities, requiring interpretation of standard guidelines. Key responsibilities include overseeing essential services such as facility and vehicle management, and travel administration, while maintaining accurate records to foster a safe and pleasant work environment. The assistant is responsible for gathering, processing, and disseminating information to support the creation of standardized documents and reports, thereby aiding decision-making and resource management. They manage both electronic and physical records, ensuring easy and rapid data access. Additionally, the role involves conducting simple data research and analysis, acting as a primary point of contact for internal information requests, and contributing to the continuous improvement of services by providing feedback on existing methods and practices. They also assist with routine administrative and financial tasks, manage standard systems and files for data integrity, and identify simple data anomalies. Experienced assistants may also guide less experienced colleagues on standard management practices, ensuring consistent service delivery and adherence to required standards. Collaboration with diverse individuals and gathering feedback are integral to providing effective support.

Work Experience

The role requires a proven ability to perform daily tasks according to WFP's operational standards and to assist in communicating instructions to new staff. A minimum of five years of professional experience in administrative work is necessary. Proficiency in office equipment and software like Microsoft Word, Excel, and PowerPoint is essential. The candidate must demonstrate tact, courtesy, and the ability to identify data anomalies and provide basic on-the-job training to less experienced colleagues.

Skills

Administrative Support, Data Analysis, Record Management, Office Software Proficiency (Word, Excel, PowerPoint), Interpersonal Skills, Communication, Problem-Solving, Financial Administration, Travel Administration, Facility Management, Vehicle Management, Report Generation, Research, Guidance and Training, Cross-cultural Collaboration

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