Business Support Assistant – Travel and Assets Management

In July 2023, the World Food Programme (WFP) Zambia Country Office commenced a new five-year Country Strategic Plan (CSP), informed by and aligned with national and United Nations priorities and global commitments under the Sustainable Development Goals (SDGs). It embraces the government's long-term Vision 2030; aligns with 16 key strategic areas of the 8th National Development Plan (NDP8), and contributes to the joint Zambia-United Nations Sustainable Development Cooperation Framework (UNSDCF).

WFP Zambia’s integrated and pragmatic CSP shifts away from unsustainable localized and micro-level interventions to embrace more effective advocacy and engagement with national policies, systems, and programs to achieve national impact on SDG2. Given the government's commitment to budget support for nutrition, social protection, and agriculture, despite the constraints in the country’s fiscal position, WFP’s overarching strategy seeks to enable the government to meet its national priorities with better systems, expertise, and resources for implementation. This means a decisive shift of WFP’s country positioning towards the provision of innovative, sustainable, upstream technical assistance for nationally owned solutions.

Advancing the global WFP Strategic Plan (2022-2025), the CSP addresses both SDG2 and SDG17 and WFP’s Strategic Results 1, 2, 3, 4, and 5. WFP will implement seven activities to achieve five Strategic Outcomes (SO). These SOs include responding to crises and shocks, including support to refugees (SO1); addressing the root causes of malnutrition (SO2); building the resilience, enabling environment, and market access for smallholder farmers, especially women and youth (SO3); supporting government institutions to provide social protection systems (including homegrown school meals) and disaster preparedness and response and anticipatory actions (SO4); and improving access to supply chain services for humanitarian and development actors (SO5).

Reporting to the Business Support Associate, G6, the incumbent will deliver business support processes in travel and transport management, asset administration, vendor and invoice processing, financial tracking and administrative reporting, ensuring accuracy and compliance with standard WFP business support procedures.

• Process daily Travel Authorizations (TAs) and and ensure all TEC is complete after each trip/mission
• Coordinate air travel bookings, including PR/PO processing for tickets.
• Maintain and update the monthly travel movement schedule.
• Maintain the quarterly/monthly CO/FO travel tracker.
• Conduct periodic WeTravel data cleanups to ensure integrity.
• Facilitate quarterly travel alignment meetings with all units.
• Support periodic review of the travel dashboard to ensure compliance.

• Conduct periodic asset tracking and tagging exercises.
• Monitor monthly asset condition reports in coordination with FOs.
• Support preparation of monthly MS reports.
• Support biannual and annual asset verification, physical counts, and reconciliations.
• Support asset disposal processes, documentation, and register updates.
• Support timely facilitation of PSB meetings.
• Administer and maintain an active schedule of insurance policies for all assets and ensure timely updates for newly acquired or disposed assets, including managing claims.
• Support the identification of obsolete inventory items and submit information to the BSA-Management services

• Manage weekly PO and invoice processing for all MS-related services.
• Match / upload all vendor invoices in ITS and follow up all payments

• Support monthly PO reconciliation, quarterly reporting, and annual cash forecast inputs.
• Prepare monthly resource management report inputs.
• Provide input for the monthly cash forecasts

• Assist in coordinating official meetings, visits, and events, ensuring correct application of protocol procedures and VIP handling.
• Assist international staff with immigration processes, including work permits, residence permits, visa applications, UNLP application processes, renewals, and liaison with government authorities.

• Produce monthly and quarterly dashboards (travel, assets, vendor, cost).
• Support the Annual Work Plan (AWP) and BCP updates for Management Services.

• Other duties as may be assigned from time to time.

• Grade 12 certificate with 5 O’levels, including English
• Diploma/Degree in Business Administration, Office Administration, Secretarial Studies, Public Administration, Management, Communications, or any related field.

• Has demonstrated an ability to perform all routine administrative activities in line with WFP's operating standards through day-to-day work
• Has supported in providing ad-hoc guidance to new staff members
• At least 4 years of work experience in administration and support services or a related field.
• Able to work in a multicultural environment
• Able to work under pressure and meet deadlines.

• Computer literacy, including proficiency in Microsoft Office (Word, Excel, Outlook)
• Knowledge of ICT tools, including SAP ERP, ServiceNow, ticket‑tracking systems, and data‑visualization platforms
• Knowledge of office equipment such as printers, scanners, and photocopiers
• Organizational and time‑management skills, with the ability to handle multiple tasks and deadlines
• Strong communication skills (written and verbal) for interacting with staff, vendors, and other external stakeholders

Fluency (level C) in English.