Business Support Assistant G3, Supply Chain

DEADLINE FOR APPLICATIONS

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.

Are you interested in further developing your professional experience while contributing to ending global hunger? Are you passionate about helping those in need? Would you like to join a global organization investing in its people?

If so, an exciting & fulfilling career awaits you Join our diverse and passionate team that works on varied and international projects directly contributing to saving & changing millions of lives around the globe.

ABOUT WFP

The United Nations World Food Programme (WFP), a highly prestigious, reputable & 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 and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

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).

The Supplier Relationship Management (SRM) Unit (SCDB-S) established under SCO’s Budget and Compliance Branch (SCDB) encompasses a variety of functions, including supplier qualification/registration; supplier segmentation; risk assessment; performance evaluation; and strategic supplier collaboration.
The purpose of the job is to support the implementation and execution of supplier management functions to harmonize and optimize the management of WFP current and new suppliers by actively engaging and identifying needs and issues within scope of responsibility. The incumbent will report to an officer within the team to execute varying supplier management activities to harmonize and optimize the management of WFP suppliers, in line with respective industry practices.
During the assignment, the incumbent will perform the following generic duties.

1. Perform administrative SRM activities in a timely and efficient manner, to support the team in supplier onboarding qualification/registration activities.
2. Compile data, documents and information to support successful supplier operational activities, (e.g., Supplier Introduction requirements, registration in UNGM, technical documentation, etc.) ensuring standard processes are followed.
3. Review, record, apply due diligence, and prioritize correspondence exchanges with suppliers, ensuring all supporting documentation is received, complete and ready for review and clearance by respective officers.
4. Monitor supplier requests, coordinate with the SRM officer the responses to the queries or escalate to the higher level where appropriate to ensure timely and accurate feedback to incoming requests.
5. Maintain records related to the the area of responsibility in line with the practices established within the unit. Update and maintain relevant databases, tracking sheets, supplier folders, etc. to ensure the information is accurate, organized, standardized and available for reference as required.
6. Actively participate in testing of newly established processes and systems to support supplier management activities.
7. Provide technical support to complete tasks to agreed standards and deadlines.
8. Other duties as required, in line with experience and grade.

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

• Collect, sort, and disseminate correspondence, reports, and other material to meet the required demands of staff to time standards.

• Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients.

• Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff.

• Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.

• Make travel arrangements and support events, etc., to support staff to work effectively.

• Support the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff.

• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organized and readily available for the business team.

QUALIFICATIONS AND EXPERIENCE
 

Education: Completion of secondary school education.

Experience: Three or more years of experience in general administrative work.

Knowledge and Skills:

• Ability to use standard office equipment such as photocopiers and scanners.

• Knowledge of standardized business support work routines and methods.

• Knowledge of standard office software packages, e.g., Microsoft word.

• Uses tact and courtesy to give and receive information with a variety of individuals.

• Good attention to detail to identify data discrepancies.

• Ability to work to deadlines and follow clear instructions.

Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.

General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

WFP LEADERSHIP FRAMEWORK

 

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

Click here to access WFP Leadership Framework

 

REASONABLE ACCOMMODATION

 

WFP is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at global.inclusion@wfp.org. Our DEI team is here to ensure your full participation in our recruitment process.

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 wfprecruitment@wfp.org 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.