Business Support Assistant (LC/BSP) SC4 - Sana'a

Job Description

ABOUT WFPThe United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate.?We are 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.?Aiming to feed 13 million of the most vulnerable people with food assistance, WFP?s emergency response in Yemen is the agency?s largest anywhere in the world. WFP also provides nutrition support to 1.7 million children and mothers, and delivers school meals to 850,000 children each day.ORGANIZATIONAL CONTEXTIncumbent of the post reports to the Head of WFP Yemen Supply Chain Interagency Unit (Bilateral Service Provision and the Logistics Cluster sections). She/He will work closely with supervisor, as part of dynamic team that supports humanitarian partners with business support and the information management. Supply Chain Interagency unit is an integral part of WFP Yemen Supply Chain Unit and supports over 40 humanitarian partners in Yemen (e.g. UN Agencies, INGOs and NGOs) and vigorously growing service portfolio and requirements, through filling in the existing logistics gaps in sea/air transport, warehousing, logistics coordination/information management and other logistics services, when necessary, through provision of expertise and the turn-key supply chain solutions either through donor-funded initiatives or through cost recovery mechanisms in place, and contributes to achievements of the UN SDG17.JOB PURPOSEAs integral part of highly dynamic and motivated team, an incumbent will perform administrative support functions in the front office of the Head of WFP Yemen Supply Chain Interagency Unit, and provide administrative support to teams (BSP and LC sections) with the reporting line to the relevant Head of Unit, Chief, or the designate. Incumbent is expected to produce organized and accurate work, undertaking specific business support activities, under tight deadlines and minimum supervision and guidance. He/She will be requested to step in, where necessary, and cover for other relevant business related activities within the unit after the training, e.g. small quantity fuel provision to partners, assistance in logistics docket of WFP Yemen Interagency Unit, coordination activities, as necessary.?Ideal candidate for this position will be someone with strong sense of purpose, committed to humanitarian principles, who is computer savvy, organized, articulate in communication, with can-do and will-do attitude, capable to work effectively and often within a tight deadlines, as part of dynamic team composed of various national and international employees and demanding work environment.KEY ACCOUNTABILITIES (not all-inclusive)

• Capably supports processing and managing routine administrative and financial tasks relevant to WFP Yemen Interagency Unit (BSP and LC sections), to contribute to the effective and timely management of resources, e.g. maintains meeting calendars, talking points and inputs for the meetings, maintains unit attendance and travel reports, filing systems (both electronic and in hard copies, as necessary);
• Gathers information from various units and sections with clear direction to support the drafting of documents and preparing reports by other staff;
• Responds to queries and escalate where appropriate, in order to provide a timely and accurate service to customers;
• Provides revision and proof-reading services for standard unit documents (e.g. official letters and quick informal translations, up to date regular briefs, PowerPoint presentations, etc.), to contribute to the development of accurate documentation;

• Takes responsibility for the maintenance of set standard systems and files (e.g. partner standard level agreements, proforma/final invoices, operational and financial reports) to ensure information is accurate and readily available for the WFP Yemen Interagency Unit and others, as necessary;
• 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 (e.g. regular operational reports on service dockets: fuel, logistics and coordination);
• Takes responsibility for data integrity to facilitate availability of accurate information in corporate systems;
• Works with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff
• Prepares necessary documentations and letters to liaise with authorities on various operational matters, supporting the Head of Unit and Sections, as necessary;
• Others as required?

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