Business Support Associate (HR & Admin)

The World Food Programme (WFP) is the United Nations frontline humanitarian agency addressing hunger and malnutrition worldwide. WFP tackles poverty and hunger through a range of interventions: saving lives and protecting livelihoods in emergencies; investing in the prevention and mitigation of disasters; restoring and rebuilding lives and livelihoods in post-conflict or post-disaster situation; and other interventions to tackle hunger. Each year, on average, WFP feeds more than 90 million people in over 80 countries.

Greater Upper Nile is one of the most complex and crisis-affected regions in South Sudan, characterized by protracted conflict, large-scale displacement, food insecurity, and climate shocks. The WFP South Sudan Malakal field office area of coverage includes the following counties of Upper Nile State: Akoka, Baliet, Fashoda, Longechuk, Maban, Maiwut, Malakal, Nasir, Panyikang, and Ulang in addition to Canal/Pigi and Fangak Counties of Jonglei State. (Activities in Manyo, Melut, and Renk Counties are managed by the Renk field office.) Operations include in-kind and cash-based transfers food assistance and community capacity development through general assistance in sudden onset emergencies and for static populations, provision of school meals and nutrition support, and resilience programmes for livelihoods building. 

The above-described initiatives require enhanced capacity at the field office level and strong support of the business processes. The Business Support Associate will perform administrative, financial, human resources and information management functions for the entirety of field office and will require the ability to interpret policy and guidance to facilitate effective service delivery. The incumbent will be prepared to operate in a fast-paced working environment where multiple assignments may arise with minimal turnaround time. 

Reporting directly to the head of finance and administration, and through close interactions with all heads of units, the incumbent is expected to perform the following duties and responsibilities:

1.    Maintain professional relationships with a range of individuals through provision of business support to assist in information sharing and high-quality service delivery to staff.
2.    Ensure adherence to all corporate and country office policies and procedures related to routine administrative, financial, and human resources tasks, providing guidance and advice as needed.
3.    Serve as direct supervisor to transportation staff, assigning duties, ensuring adequate coverage and rotation.
4.    Serve as focal point between the field office and country office management services and human resources units for required follow-up and support, attending coordination meetings as relevant. 
5.    Process and manage routine administrative and financial tasks (in corporate systems such as WINGS, Booking Hub, WeTravel, Fleet Wave, etc.) to contribute to the effective and timely management of resources; this includes primary responsibility for:
a.    Micro-purchase orders.
b.    Local travel approvals.
c.    Out-of-duty-station travel and expenditure processing.
d.    Fuel management.
6.    Serve as alternate facilities manager.
7.    Coordinate repairs and maintenance for all accommodation and offices.
8.    Maintain field office templates for movement plans and staff tracking, updating as needed and ensuring effective utilization of the tools.
9.    Monitor staff leave requests and time sheets.
10.    Serve as secretariate for heads of unit meetings, taking notes on key highlights and action points, circulating final notes, and archiving for future reference.
11.    Develop and maintain a document tracking system for incoming and outgoing notes for the record, incident reports, and other official correspondence. 
12.    Contribute to improvement of business procedures and processes, in alignment with corporate policies.
13.    Cross-cutting: Support the implementation of the WFP South Sudan CSP by applying the code of conduct and through ensuring cross-cutting efforts such as nutrition-sensitivity, gender and diversity inclusion, protection and accountability, environmental protections, and capacity development, are integrated.
14.    Any other business.

QUALIFICATIONS & EXPERIENCE

• Completion of secondary school education; post-secondary certificate in the related functional area (e.g., finance, administration, systems management, computer sciences, etc.) is desirable.
  
• Six or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
      
  Required knowledge and skills for entry into the role

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
  
• Ability to conduct basic data analysis, monitor and record financial transactions.
  
• Strong proficiency in Microsoft Office software.
  
• Ability to develop and maintain professional relationships with a range of individuals of various backgrounds to provide high quality support services.
  
• Excellent written and verbal communication skills, including the ability to maintain calm under pressure, explain processes amicably, and independently rectify issues.
  
• Excellent organizational skills, including the ability to manage time well, multi-task, prioritize appropriately, and seek support as required.
  
• Ability to work in a fast-paced office while supporting multiple assignments.
  
• Ability to maintain confidentiality and show sensitivity to others.
  
• Experience with standardized information/knowledge management systems is desirable.
      
  Languages: Fluency in oral and written English and a duty station language is required.