Business Support Assistants (Management Service, Procurement and HR), G4, FT

2025-11-08T21:12:55+00:00

FULL_TIME

Nonprofit, and NGO

Admin & Office,Business Operations,Human Resources

2025-11-20T17:00:00+00:00

 

Tanzania

8

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

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.

WHY JOIN WFP?

WFP is a 2020 Nobel Peace Prize Laureate.
WFP offers a highly inclusive, diverse, and multicultural working environment.
WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

The Common Back Office (CBO) initiative proposes to streamline key operational areas of

participating agencies by harmonizing procedures and consolidating support services into one

facility at the country level. This consolidation is expected to reduce duplication of functions and

administrative and transaction costs, while the harmonized procedures are expected to, at the

same time, increase the quality and effectiveness of these services.

The CBO unit is headed by the CBO Manager and provides common identified services in Common Procurement, Common Logistics, Common Human Resources, Common ICT, Common Finance and Common Administration (including Facility Management) to the United Nations participating entities.

This position is based in Dar es Salaam and reports to CBO Manager.

THE ROLE

The Common Back Office for all UN entities in Tanzania is currently being rolled out in phases. The CBO unit is scheduled to roll out the next Phases of the Common Administration services – a process that translates to increased workload due to onboarding of additional common services.
The role of the Business Process Support Assistants ( Management Service, Procurement and HR) to support the delivery of CBO initiative and administration of the anticipated increased workload in roll out of Phase 2 in the delivery of the CBO initiative as part of the consolidated end -to end service lines in protocol and meetings planning, coordination and servicing, in addition to the common services currently being supported for all the UN Agencies in Tanzania.
The Business Assistants are key in coordination with the various CBO teams in supporting the increased business processes to ensure optimal performance, business support and customer service to the assigned CBO teams.

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

Provide Administrative and Financial Task Management

Process low value procurements in designated platforms like WINGS in line with set procedures, attaching correct supporting documents and ensure approval prior to commencement of services.
Process invoices and SES within the reporting financial period and agreed terms of payments within the LTA to ensure 100% IPSAS compliance.
Monitor CBO Portal and assign tasks in accordance with each service line.
Support the CBO Unit with all administrative and logistical requirements i.e. management of consumables, facilitation of approval of documents, booking, recording meetings and providing confirmation and feedback within one day.
Supporting the CBO Unit to ensure smooth functionality, visibility and better client focus.

2. Collating and maintaining information:

Facilitate the gathering of relevant information for inclusion in reports, documents and correspondence to support the effective work of CBO Unit.

3. System and File Maintenance:

Maintain and update systems and files regularly through conducting weekly audits and ensuring accuracy by allocating specific names on files through sharepoint and record keeping folders to ensure information is accessible and up to date.

QUALIFICATIONS AND EXPERIENCE:

Education:

• A secondary certificate. Additional professional training in customer service, office administration, business support, protocol, event management or procurement is highly desirable.
• Proficiency in OS/Oracle/SAP and relevant Client Relation Management, CRM, tools is highly desirable. 

Experience:

• At least 5 years’ experience in Business support or similar positions performing client facing roles, support service roles or similar roles in a multicultural and dynamic environment, in Human resource, Procurement, Administration or Management Services.
• Experience in handling administrative office coordination roles or working with internal and external colleagues.
• Experience in processing invoices and performing roles on platforms with transferable skills to such platforms as WINGS, COUPA, Client Relations Management or Similar platform etc is an advantage.

Knowledge and Skills:

• Demonstrated organizational skills in business support, coordinating work processes with internal (within CBO Unit) and external focal points including WFP shared services team and other UN entities or comparable work environments. 
• Thorough understanding of business operations support roles, working with colleagues in coordination of operational and business processes within rules and organization’s policies.
• Experience in interpreting and applying SOPs, rules and procedures and applying them consistently in them in work situations.
• Proven track record in handling client queries and following up on correspondences.
• Ability to coordinate with internal and external stakeholders in a client support service environment
• Demonstrated adaptability and proactive learning and embracing change.

Language: Fluency (Level C) in English and Swahili languages. 

• Process low value procurements in designated platforms like WINGS in line with set procedures, attaching correct supporting documents and ensure approval prior to commencement of services.
• Process invoices and SES within the reporting financial period and agreed terms of payments within the LTA to ensure 100% IPSAS compliance.
• Monitor CBO Portal and assign tasks in accordance with each service line.
• Support the CBO Unit with all administrative and logistical requirements i.e. management of consumables, facilitation of approval of documents, booking, recording meetings and providing confirmation and feedback within one day.
• Supporting the CBO Unit to ensure smooth functionality, visibility and better client focus.
• Facilitate the gathering of relevant information for inclusion in reports, documents and correspondence to support the effective work of CBO Unit.
• Maintain and update systems and files regularly through conducting weekly audits and ensuring accuracy by allocating specific names on files through share point and record keeping folders to ensure information is accessible and up to date.

Demonstrated organizational skills in business support, coordinating work processes with internal (within CBO Unit) and external focal points including WFP shared services team and other UN entities or comparable work environments.  Thorough understanding of business operations support roles, working with colleagues in coordination of operational and business processes within rules and organization’s policies. Experience in interpreting and applying SOPs, rules and procedures and applying them consistently in them in work situations. Proven track record in handling client queries and following up on correspondences. Ability to coordinate with internal and external stakeholders in a client support service environment Demonstrated adaptability and proactive learning and embracing change.

A secondary certificate. Additional professional training in customer service, office administration, business support, protocol, event management or procurement is highly desirable. Proficiency in OS/Oracle/SAP and relevant Client Relation Management, CRM, tools is highly desirable.  Experience: At least 5 years’ experience in Business support or similar positions performing client facing roles, support service roles or similar roles in a multicultural and dynamic environment, in Human resource, Procurement, Administration or Management Services. Experience in handling administrative office coordination roles or working with internal and external colleagues. Experience in processing invoices and performing roles on platforms with transferable skills to such platforms as WINGS, COUPA, Client Relations Management or Similar platform etc is an advantage.

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