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 and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

Job Description

• Gather information to support drafting of documents both for HoSC/Deputy and/or other staff as required.
• Support processing and managing routine administrative and financial tasks in various functional areas.
• Contribute to the improvement of administrative procedures and business processes.
• Manage and maintain SC unit specific records and databases, to ensure information is organized, and readily available for staff.
• Create and follow up on Purchase Requestions and Micro Purchase Orders.
• Provide revision, proofreading, and translation services for standard documents. Prepare mail for dispatch (by Hand, Pouch, e-mail) and maintain a log of incoming and outgoing mail.
• Make and confirm appointments and maintain a diary of scheduled meetings.
• Maintain and prepare monthly leave reports and attendance sheets for all supply chain staff.
• Ensure that the leave calendar is updated for all supply chain staff. Prepare the unit's weekly plans or any ad-hoc request for submission to security and subsequent approval by management.
• Provide support to all supply chain staff on travel arrangements, travel expense claims, danger pay submission, and document retrieval.
• Support the maintenance of standard system files and ensure information is accurate and readily available for the SC function.
• Identify any discrepancies in statistics, data, and missing information on administrative matters, and report the same to senior staff to support clients.
• Take responsibility for data integrity to help ensuring accurate information in corporate Admin and HR systems.
• Provide guidance on routine business support practices to junior colleagues to ensure services are delivered consistently and to the required standards.
• Maintain effective relationships with colleagues through the provision of business support to assist in information sharing and service delivery to staff.
• Respond to standard queries and provide timely and accurate guidance.

Additional Job Description

• Schedule appointments and meetings and make tentative appointments on behalf of the Head/Deputy of the Supply chain including arranging meeting spaces and assist organizing occasional events.
•  Prepare documents for the Supply chain unit requested by the Head of Supply Chain or OIC for signature, send scanned copies to relevant units, and keep a hard copy in a file.
• Archive letters and important files online and ensure files are accessible and up to date.
• File properly, TAs, TDs, PRs, outgoing letters, coming letters, for the supply chain international staff attendance reports, stationery, audit preparation exercise report for (staff assistant), vendors, petty cash, NFRs, meeting minutes, etc.
• Support Administrative duties pertaining to Kabul warehouse staff/support as required.
• Translate the required incoming/outgoing correspondences for the Supply Chain unit.
• Update the Security unit on visitors who are coming in or going out of the Baron compound.
• Prepare weekly commuting and accommodation reports and update the Administration Unit on the accommodation status of Supply Chain International Staff.
• Liaise with UNHAS for deliveries of Supply Chain pouches from Kabul to field offices and vice versa.
• Process flight booking (UNHAS and other agencies), act as UNHAS Focal point processing UNHAS Booking from relevant area offices and assist Supply chain unit operations when required.
• Provide administrative assistance for training/workshops conducted by the Supply Chain unit.
• Liaise with Admin, ICT, and Security Units for new staff arrival arrangements, and ensure they received accommodation, ICT equipment, and briefing on security status.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE:

Education:

Completion of secondary school education. A post-secondary certificate in the 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 to complete processes under minimal supervision.
• Use tact and courtesy to give and receive information from a wide range of individuals.
• Knowledge of specialized common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals to provide a high-quality support service.
• Ability to identify data discrepancies and rectify the problem requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality.

Language:

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.

This vacancy announcement is for Afghan nationals only and WFP encourages especially Afghan females and Afghans with disabilities to apply.

Please copy and paste the following link into the web browser in order to apply for this position:

https://wd3.myworkdaysite.com/recruiting/wfp/job_openings/job/Kabul-AfghanistanThe-Islamic-Re/Business-Support-Assistant---SC4_JR106730