Business Support Assistant
Organizational Context
The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and building a pathway to peace, stability, and prosperity. WFP operates in diverse and challenging environments, providing food assistance to people recovering from conflict, disasters, and the impacts of climate change. The organization values integrity, collaboration, commitment, humanity, and inclusion, fostering a skilled and high-performing workforce.
Job Purpose
The Business Support Assistant will provide essential administrative and logistical support to the Middle East, North Africa, and Eastern Europe Regional Director's Office (RDO), specifically assisting the Deputy Regional Director, Special Assistant, and Desk Officers. This role is crucial for the smooth functioning of the RDO front office, involving gathering and organizing information for correspondence and briefings, coordinating with corporate services to resolve administrative issues, and managing vital filing and tracking systems. The incumbent will also support the organization of meetings and events, draft routine communications, and ensure the accuracy of administrative workflows. This position contributes to maintaining efficient operations and a supportive work environment within the RDO, ensuring timely and effective administrative services.
Responsibilities
The Business Support Assistant will provide comprehensive administrative and logistical support to the Middle East, North Africa, and Eastern Europe Regional Director's Office (RDO), including the Deputy Regional Director, Special Assistant, and Desk Officers. Key responsibilities involve gathering and analyzing information for correspondence and documentation, coordinating with various corporate services like HR, ICT, and finance to resolve administrative issues, and managing filing systems to ensure accessible records. The role also includes drafting routine communications, proofreading documents, and supporting the organization of RDO-led meetings and events. Additionally, the assistant will maintain tracking tools for travel and leave, monitor administrative workflows, identify and escalate discrepancies in data entries or reports, and offer guidance to junior staff. This position requires a proactive approach to problem-solving, maintaining confidentiality, and contributing to a collaborative work environment by professionally handling queries and feedback. The assistant will perform other duties as assigned to ensure the smooth operation of the RDO.
Work Experience
Requires a minimum of five years of progressively responsible work experience within the relevant business stream, including general administrative work.
Skills
Administrative Support, Logistical Support, Information Gathering and Analysis, Coordination, Filing Systems Management, Communication Drafting, Meeting and Event Organization, Data Tracking, Basic Data Analysis, Problem Rectification, Financial Transaction Monitoring, Confidentiality Maintenance