Business Support Associate (Vendor Management)
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 utilizes food assistance to support people recovering from conflict, disasters, and climate change impacts. The organization values diversity, inclusion, and a commitment to its mission, fostering a skilled and high-performing workforce.
Job Purpose
The Business Support Associate (Vendor Management) will play a crucial role in supporting the WFP Palestine Country Office's Vendor Management and Vetting Function. This position is responsible for coordinating administrative, quality assurance, and internal control aspects of vendor registration and donor vetting. The incumbent will ensure strengthened vendor governance, support onboarding and registration processes, enhance supplier relationship management, and facilitate market research. Key responsibilities include managing vetting portals, coordinating documentation, maintaining databases, preparing reports, conducting quality assurance, and providing guidance to WFP teams. This role is vital for ensuring compliance with donor requirements and maintaining accurate, accessible, and audit-ready vendor records to support operational efficiency and effective humanitarian assistance delivery.
Responsibilities
The primary responsibility is to coordinate and manage the Country Office's Vendor Management and Donor Vetting Function. This involves overseeing the day-to-day operations to enhance vendor governance, ensure compliance with donor requirements, and support effective vendor management. A key duty is acting as an authorizing official in the Vetting Portal, meticulously reviewing, validating, and authorizing vetting submissions to ensure accuracy, completeness, and adherence to donor regulations, SOPs, and internal controls. The role also entails coordinating the collection and review of vendor registration and vetting documentation, managing databases and trackers for accuracy and audit readiness, and ensuring proper filing and archiving of all records. This includes monitoring vendor registration pipelines, resolving bottlenecks, and coordinating market research and analysis to inform vendor roster development and procurement planning. The position requires preparing and analyzing compliance reports, conducting quality assurance reviews, and providing technical and procedural guidance to WFP teams. Collaboration with various units like Procurement, Finance, and Risk/Compliance is crucial for strengthening workflows. Additionally, the role involves supporting audits and donor reviews by providing necessary documentation and analysis, and offering functional guidance to junior staff when needed.
Work Experience
Requires six or more years of progressive work experience in a relevant field. Experience should include general administration, data management, records management, vendor management, supply chain management, or procurement.
Skills
Vendor Management, Donor Vetting, Data Management, Records Management, Supply Chain Management, Procurement, Market Research, Quality Assurance, Compliance, Reporting, Coordination, Communication, Analytical Skills, Attention to Detail, Teamwork, Independent Work, Problem-Solving, Microsoft Office Suite, English, Arabic