Business Support Associate G6
2025-07-18T11:26:02+00:00
Food and Agriculture Organization of the United Nations (FAO)
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https://jobs.fao.org/
FULL_TIME
Lusaka
Lusaka
10101
Zambia
Nonprofit, and NGO
Management
2025-07-24T17:00:00+00:00
Zambia
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.
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.
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
The Business Support Associate (BSA) plays a central role in the coordination and operational delivery of WFP’s Management Services in the Country Office (CO) and Field Offices. This includes enabling services such as fleet and asset management, travel, facilities, OSH, and environmental sustainability. The position ensures the effective implementation of service standards, promotes efficiency, compliance, and continuous improvement, while supporting the Head of Resource Management in achieving strategic and operational goals.
JOB PURPOSE
To coordinate and supervise the implementation of the Management Services portfolio across the CO and all field office locations, including supervision of support staff, delivery of OSH and environmental initiatives, and alignment of facilities and administrative services with organizational standards and duty of care commitments.
KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
Leadership and Supervision
- Supervise and coordinate the work of the Admin Assistant and Senior Driver, ensuring clarity in roles and alignment with unit priorities.
- Guide and coach/mentor team members, promoting performance excellence and capacity development.
- Lead and coordinate the end-to-end management of operating expenditures for the Country Office and Field Offices (MS), including quarterly planning, raising and tracking commitments (POs), verification of service delivery and goods receipt, and timely vendor payments.
Service Delivery and Coordination
- Coordinate the delivery of the full suite of Management Services as outlined in the WFP catalogue, including:
- Fleet Management (in coordination with Senior Driver)
- Carpooling & Booking Hub services (in coordination with Senior Driver)
- Travel and Protocol (in coordination with Admin Assistant and other CO Business support staff)
- Office Administration and Supplies (in coordination with Admin Assistant)
- Asset Management and Disposal (in coordination with Asset focal points – Admin Assistant and IT Associate for IT related equipment)
- Act as focal point for planning and executing service-related activities, ensuring compliance, timeliness, and quality of outputs.
Facilities Management and Accessibility
- Oversee facility management across the CO and field offices, including space planning, maintenance, utilities, and service contracts.
- Ensure that WFP premises are safe, functional, and compliant with applicable standards & guidelines.
- Liaise with third party contractors on repairs, fit-outs, and infrastructure upgrades as and when necessary to enable efficient service delivery
Occupational Safety and Health (OSH)
- Serve as OSH focal point for the Country Office and Field Offices.
- Coordinate OSH assessments, implementation of recommendations, and awareness campaigns.
- Monitor compliance with OSH standards, coordinate incident reporting and investigation follow-up.
Environmental Sustainability
- Lead implementation of Environmental Management System (EMS) activities/initiatives at the CO and field office level, in line with WFP’s environmental sustainability strategy.
- Track and report on energy, water, and waste management; support implementation of green initiatives and energy efficiency projects.
- Liaise with the Environmental Sustainability Unit and support grant application processes (e.g., Energy Efficiency Programme).
Data Management, Monitoring & Reporting
- Maintain service performance data, KPIs, and dashboards to inform decision-making and oversight.
- Prepare inputs and reports for audits, missions, and internal reviews.
- Provide regular feedback to the Head of Resource Management on risks, gaps, and improvement areas.
System and Process Optimization
- Ensure effective use of tools and systems such as WINGS/SAP, Asset Modules, GSMT (Ticketing system), FMS (Fleet Management System), VTS (Vehicle Tracking System), UN Fleet Centre, UN Booking Hub, Travel systems and reporting dashboards.
- Identify opportunities to streamline workflows and improve client satisfaction.
- Ensure SOPs are updated and accessible to all relevant staff.
QUALIFICATIONS AND EXPERIENCE:
Education: An undergraduate degree in Business Administration or Finance or Engineering or related functional area.
Experience: Six (6) or more years of post-qualification progressively responsible work experience in the relative business stream with experience in general administrative work. Four years of post-qualification work experience will be considered for candidates who hold a post graduate master’s degree.
Knowledge and Skills:
- Has demonstrated a sound understanding of Administration procedures, processes, standards, and systems
- Has experience in collating data and preparing reports pertaining to Administration portfolio such as management of assets, facilities, fleet, travel, or similar areas.
- Has experience in coordinating the work of others and providing guidance and training. Has experience working with teams across different functional areas.
- Specialized knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.
- Good communication skills in order to provide specialized business support services to a wide range of individuals.
- Ability to analyze and interpret financial data and monitor budgets.
- Ability to proactively identify and recommend areas for improvement to the design and delivery of specialized services.
- Ability to maintain confidentiality
Language: Fluency (level C) in English language.
DUE DATE: 24th July 2025
KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive): Leadership and Supervision Supervise and coordinate the work of the Admin Assistant and Senior Driver, ensuring clarity in roles and alignment with unit priorities. Guide and coach/mentor team members, promoting performance excellence and capacity development. Lead and coordinate the end-to-end management of operating expenditures for the Country Office and Field Offices (MS), including quarterly planning, raising and tracking commitments (POs), verification of service delivery and goods receipt, and timely vendor payments. Service Delivery and Coordination Coordinate the delivery of the full suite of Management Services as outlined in the WFP catalogue, including: Fleet Management (in coordination with Senior Driver) Carpooling & Booking Hub services (in coordination with Senior Driver) Travel and Protocol (in coordination with Admin Assistant and other CO Business support staff) Office Administration and Supplies (in coordination with Admin Assistant) Asset Management and Disposal (in coordination with Asset focal points – Admin Assistant and IT Associate for IT related equipment) Act as focal point for planning and executing service-related activities, ensuring compliance, timeliness, and quality of outputs. Facilities Management and Accessibility Oversee facility management across the CO and field offices, including space planning, maintenance, utilities, and service contracts. Ensure that WFP premises are safe, functional, and compliant with applicable standards & guidelines. Liaise with third party contractors on repairs, fit-outs, and infrastructure upgrades as and when necessary to enable efficient service delivery Occupational Safety and Health (OSH) Serve as OSH focal point for the Country Office and Field Offices. Coordinate OSH assessments, implementation of recommendations, and awareness campaigns. Monitor compliance with OSH standards, coordinate incident reporting and investigation follow-up. Environmental Sustainability Lead implementation of Environmental Management System (EMS) activities/initiatives at the CO and field office level, in line with WFP’s environmental sustainability strategy. Track and report on energy, water, and waste management; support implementation of green initiatives and energy efficiency projects. Liaise with the Environmental Sustainability Unit and support grant application processes (e.g., Energy Efficiency Programme). Data Management, Monitoring & Reporting Maintain service performance data, KPIs, and dashboards to inform decision-making and oversight. Prepare inputs and reports for audits, missions, and internal reviews. Provide regular feedback to the Head of Resource Management on risks, gaps, and improvement areas. System and Process Optimization Ensure effective use of tools and systems such as WINGS/SAP, Asset Modules, GSMT (Ticketing system), FMS (Fleet Management System), VTS (Vehicle Tracking System), UN Fleet Centre, UN Booking Hub, Travel systems and reporting dashboards. Identify opportunities to streamline workflows and improve client satisfaction. Ensure SOPs are updated and accessible to all relevant staff.
Has demonstrated a sound understanding of Administration procedures, processes, standards, and systems Has experience in collating data and preparing reports pertaining to Administration portfolio such as management of assets, facilities, fleet, travel, or similar areas. Has experience in coordinating the work of others and providing guidance and training. Has experience working with teams across different functional areas. Specialized knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience. Good communication skills in order to provide specialized business support services to a wide range of individuals. Ability to analyze and interpret financial data and monitor budgets. Ability to proactively identify and recommend areas for improvement to the design and delivery of specialized services. Ability to maintain confidentiality
QUALIFICATIONS AND EXPERIENCE: Education: An undergraduate degree in Business Administration or Finance or Engineering or related functional area. Experience: Six (6) or more years of post-qualification progressively responsible work experience in the relative business stream with experience in general administrative work. Four years of post-qualification work experience will be considered for candidates who hold a post graduate master’s degree.
JOB-687a2f4a07604
Vacancy title:
Business Support Associate G6
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Management]
Jobs at:
Food and Agriculture Organization of the United Nations (FAO)
Deadline of this Job:
Thursday, July 24 2025
Duty Station:
Lusaka | Lusaka | Zambia
Summary
Date Posted: Friday, July 18 2025, Base Salary: Not Disclosed
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JOB DETAILS:
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.
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.
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
The Business Support Associate (BSA) plays a central role in the coordination and operational delivery of WFP’s Management Services in the Country Office (CO) and Field Offices. This includes enabling services such as fleet and asset management, travel, facilities, OSH, and environmental sustainability. The position ensures the effective implementation of service standards, promotes efficiency, compliance, and continuous improvement, while supporting the Head of Resource Management in achieving strategic and operational goals.
JOB PURPOSE
To coordinate and supervise the implementation of the Management Services portfolio across the CO and all field office locations, including supervision of support staff, delivery of OSH and environmental initiatives, and alignment of facilities and administrative services with organizational standards and duty of care commitments.
KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
Leadership and Supervision
- Supervise and coordinate the work of the Admin Assistant and Senior Driver, ensuring clarity in roles and alignment with unit priorities.
- Guide and coach/mentor team members, promoting performance excellence and capacity development.
- Lead and coordinate the end-to-end management of operating expenditures for the Country Office and Field Offices (MS), including quarterly planning, raising and tracking commitments (POs), verification of service delivery and goods receipt, and timely vendor payments.
Service Delivery and Coordination
- Coordinate the delivery of the full suite of Management Services as outlined in the WFP catalogue, including:
- Fleet Management (in coordination with Senior Driver)
- Carpooling & Booking Hub services (in coordination with Senior Driver)
- Travel and Protocol (in coordination with Admin Assistant and other CO Business support staff)
- Office Administration and Supplies (in coordination with Admin Assistant)
- Asset Management and Disposal (in coordination with Asset focal points – Admin Assistant and IT Associate for IT related equipment)
- Act as focal point for planning and executing service-related activities, ensuring compliance, timeliness, and quality of outputs.
Facilities Management and Accessibility
- Oversee facility management across the CO and field offices, including space planning, maintenance, utilities, and service contracts.
- Ensure that WFP premises are safe, functional, and compliant with applicable standards & guidelines.
- Liaise with third party contractors on repairs, fit-outs, and infrastructure upgrades as and when necessary to enable efficient service delivery
Occupational Safety and Health (OSH)
- Serve as OSH focal point for the Country Office and Field Offices.
- Coordinate OSH assessments, implementation of recommendations, and awareness campaigns.
- Monitor compliance with OSH standards, coordinate incident reporting and investigation follow-up.
Environmental Sustainability
- Lead implementation of Environmental Management System (EMS) activities/initiatives at the CO and field office level, in line with WFP’s environmental sustainability strategy.
- Track and report on energy, water, and waste management; support implementation of green initiatives and energy efficiency projects.
- Liaise with the Environmental Sustainability Unit and support grant application processes (e.g., Energy Efficiency Programme).
Data Management, Monitoring & Reporting
- Maintain service performance data, KPIs, and dashboards to inform decision-making and oversight.
- Prepare inputs and reports for audits, missions, and internal reviews.
- Provide regular feedback to the Head of Resource Management on risks, gaps, and improvement areas.
System and Process Optimization
- Ensure effective use of tools and systems such as WINGS/SAP, Asset Modules, GSMT (Ticketing system), FMS (Fleet Management System), VTS (Vehicle Tracking System), UN Fleet Centre, UN Booking Hub, Travel systems and reporting dashboards.
- Identify opportunities to streamline workflows and improve client satisfaction.
- Ensure SOPs are updated and accessible to all relevant staff.
QUALIFICATIONS AND EXPERIENCE:
Education: An undergraduate degree in Business Administration or Finance or Engineering or related functional area.
Experience: Six (6) or more years of post-qualification progressively responsible work experience in the relative business stream with experience in general administrative work. Four years of post-qualification work experience will be considered for candidates who hold a post graduate master’s degree.
Knowledge and Skills:
- Has demonstrated a sound understanding of Administration procedures, processes, standards, and systems
- Has experience in collating data and preparing reports pertaining to Administration portfolio such as management of assets, facilities, fleet, travel, or similar areas.
- Has experience in coordinating the work of others and providing guidance and training. Has experience working with teams across different functional areas.
- Specialized knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.
- Good communication skills in order to provide specialized business support services to a wide range of individuals.
- Ability to analyze and interpret financial data and monitor budgets.
- Ability to proactively identify and recommend areas for improvement to the design and delivery of specialized services.
- Ability to maintain confidentiality
Language: Fluency (level C) in English language.
DUE DATE: 24th July 2025
Work Hours: 8
Experience in Months: 84
Level of Education: bachelor degree
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