Business Support Assistant

Business Support Assistant- Jerusalem -SC L4

ORGANIZATIONAL CONTEXT

WFP, through its dual mandate in humanitarian and development, provides life-saving food assistance to the most vulnerable and food insecure non-refugee Palestinians and works to safeguard livelihoods, build resilience, and reconstitute food systems in vulnerable areas. WFP also lends its technical expertise to support national institutions by strengthening their capacities in responding to shocks and building an inclusive social safety net.

To further strengthen the humanitarian-development-peace nexus, WFP is providing climate-smart agricultural assets such as hydroponics and wicking beds to households to increase their calorie intake and enable them to generate income. WFP also scaled up its resilience-building activities to include greenhouses, vegetable farms, sheep, poultry, and technical and vocational trainings for youth and people with disabilities. These projects reduce people’s vulnerability to external shocks, serve as a safety net, and support livelihoods. 

In response to the urgent needs of Palestine, where protracted conflict and economic stagnation have led to widespread food insecurity, WFP delivers life-saving food assistance to the most vulnerable non-refugee Palestinians in Gaza and the West Bank. To address the ongoing crisis, WFP also focuses on strengthening livelihoods through resilience-building projects such as climate-smart agriculture and vocational training. Additionally, WFP supports national institutions by enhancing their capacity to respond to shocks and build inclusive social safety nets. By extending its systems to humanitarian and development partners, WFP contributes to broader efforts within the humanitarian-development-peace nexus.

ORGANISATIONAL CONTEXT:

Job holders may either perform administrative support functions in the front office and report to the Business Support Associate or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate. Job Holders report to the Head of Unit, or the designate.

These jobs are found in Country Offices (COs), we are opening 13 Positions. Job holders will perform administrative support to the following functions: 

-       Commodity accounting

-       Fund Management

-       Contracting and Procurement 

You are highly advised to specify your interest of any of the above functions   

JOB PURPOSE:

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.

This position will be based in Jerusalem.

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

• Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
• Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
• Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function. 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.
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

For Commodity accounting:

• Collate data and contribute for preparation and circulation of accurate and timely various food movements reports extracted from the WFP’s Logistics Execution System (LESS)
• Maintain records and databases to ensure data and files are properly stored and updated in compliance with the established standards.
• Perform LESS data entries 

For Funds Management:

• Maintaining repository of commodity costs, including insurance and freight costs (CIF), and ensuring these are regularly updated and shared with relevant units for both reference and recovery of a lost value.
• Perform daily closing and balancing payments of receipts
• Ensure service providers submit their claim in a timely manner according to WFP corporate transport and logistics standards.
• Collect and compile data, produce and/or contribute to reports (e.g. financial closure, transport performance, invoice status).

For Procurement:

• Vendor Management Support: Assist in setting up, maintaining and updating the supplier database, ensuring accurate records of vendor performance, contract details, and compliance with WFP procurement guidelines.
• Procurement Data and Documentation: Support the procurement team by compiling and organising procurement documents, tracking purchase requests, and ensuring all relevant approvals and documentation are properly recorded for audit and compliance purposes.
• Local Market Engagement: Assist in liaising with local suppliers, gathering quotations, and conducting basic market research to support procurement decisions, ensuring alignment with operational needs.

Jobs.ps, Ltd. All Rights Reserved.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE:

* Education:

Completion of secondary school education. Completion of BA degree in Business Administration or in any other 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 in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.

Language:

Fluency (level C) in both oral and written communication in English and Arabic language.

Desirable: Fluency in Hebrew to facilitate communication with local vendors and stakeholders.

Note: All candidates will be requested to fill out their application completely and correctly: to provide full and correct years of experience and obtained educational degree/s in Workday platform in addition to attach your updated CV.

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 [email protected] 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.