Business Support Assistant- Jerusalem -SC L4

DEADLINE FOR APPLICATIONS

2 March 2025-23:59-GMT+02:00 Israel Time (Jerusalem)

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org

WHY JOIN WFP?

WFP is a 2020 Nobel Peace Prize Laureate.

WFP offers a highly inclusive, diverse, and multicultural working environment.

WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

ORGANISATIONAL CONTEXT:

Job holders may either perform administrative support functions in the front office and report to the Business Support Associate or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate. Job Holders report to the Head of Unit, or the designate.

These jobs are found in Country Offices (COs), we are opening 13 Positions. Job holders will perform administrative support to the following functions:

- Commodity accounting

- Fund Management

- Contracting and Procurement

You are highly advised to specify your interest of any of the above functions

JOB PURPOSE:

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

For Commodity accounting:

Collate data and contribute for preparation and circulation of accurate and timely various food movements reports extracted from the WFP’s Logistics Execution System (LESS)
Maintain records and databases to ensure data and files are properly stored and updated in compliance with the established standards.
Perform LESS data entries

For Funds Management:

Maintaining repository of commodity costs, including insurance and freight costs (CIF), and ensuring these are regularly updated and shared with relevant units for both reference and recovery of a lost value.
Perform daily closing and balancing payments of receipts
Ensure service providers submit their claim in a timely manner according to WFP corporate transport and logistics standards.
Collect and compile data, produce and/or contribute to reports (e.g. financial closure, transport performance, invoice status).

For Procurement:

Vendor Management Support: Assist in setting up, maintaining and updating the supplier database, ensuring accurate records of vendor performance, contract details, and compliance with WFP procurement guidelines.
Procurement Data and Documentation: Support the procurement team by compiling and organising procurement documents, tracking purchase requests, and ensuring all relevant approvals and documentation are properly recorded for audit and compliance purposes.
Local Market Engagement: Assist in liaising with local suppliers, gathering quotations, and conducting basic market research to support procurement decisions, ensuring alignment with operational needs.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE:

* Education:

Completion of secondary school education. Completion of BA degree in Business Administration or in any other related functional area is desirable.

* Experience:

Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

* Knowledge & Skills:

Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
Knowledge of work routines and methods in order to complete processes under minimal supervision.
Uses tact and courtesy to give and receive information to a wide range of individuals.
Ability to identify data discrepancies and rectify problems requiring attention.
Ability to offer guidance or basic on-the-job training to more junior staff.

Language:

Fluency (level C) in both oral and written communication in English and Arabic language.

Desirable: Fluency in Hebrew to facilitate communication with local vendors and stakeholders.

Note: All candidates will be requested to fill out their application completely and correctly: to provide full and correct years of experience and obtained educational degree/s in Workday platform in addition to attach your updated CV.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact: [email protected]

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

Once your profile is completed, please apply, and submit your application.

Please make sure you upload your professional CV in the English language

Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

Please contact us at [email protected] in case you face any challenges with submitting your application

Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.