Business Support Assistants Administration & Finances

World Food Programme, Guinea

Skill Required:, Business Development/ Resource Mobilization
Preferred Experience: 
7 to 10 Year
Closing Date for Applications: 
22nd October, 2020

Job Description

The United Nations World Food Program (WFP) is the largest humanitarian agency fighting against hunger in the world. WFP's mission is to help the world achieve the Zero Hunger goal by 2030 . Every day, WFP works to ensure that the most vulnerable populations, especially women and children, can access the nutritious food they need to lead productive and healthy lives.

What are you going to do in this position?

At this level, the incumbents will essentially provide administrative, financial and operational support to the teams, and report to the supervisor. The work is carried out under close supervision or assistance from the supervisor.

They must produce precise results, Perform a range of support tasks for colleagues, so that the latter have the necessary support for the efficient execution of their missions.

Why work with us?

The World Food Program (WFP) has been present in Guinea since 1964 and provides nutritious and immediate food aid to affected populations during and after crises. WFP works in partnership with the Government to improve children's access to education, improve the nutrition of the population, put in place sustainable food systems and the resilience of communities to shocks while improving their access to agricultural markets. profitable and stable.

WFP's activities also include strengthening the technical capacities of the Government to develop sustainable programs sensitive to the fight against gender inequalities and the root causes of malnutrition.

What is expected of you?

Under the direct supervision of the Heads of the respective Land Offices and the technical supervision of the Administrative Assistant , the Business Support Assistants / Admin-Finances will :

General Administration

  • Collect, sort and distribute correspondence, reports and other documents to meet staff needs, in accordance with time standards;
  • Ensure the inventory of IT equipment, furniture and other goods of the field office WFP, by updating the management database (GEMS).
  • Supervise and evaluate the quality of the services provided by the holders of service provision contracts (maintenance, cleaning, etc.)
  • Effectively and efficiently manage Office Supplies while producing monthly and semi-annual reports.
  • Record and classify "arrival" and "departure" letters.
  • Support the collection and archiving (filing) of office files, documents and archives in accordance with the systems and processes in place, so that the information is up-to-date and readily available to staff;
  • Order mineral water.
  • Monitor office supply requests, take inventory, transmit reports and follow up with the Country Office for the supply.
  • Participate in the organization of meetings and workshops, develop and share minutes and reports of meetings with colleagues
  • Perform all other duties assigned by the supervisor.


  • Manage the Petty Cash, and any other funds made available to the Sub-Office in accordance with the financial procedures in place, then prepare usage reports for submission to the Country Office
  • Check the financial reports and invoices of the Partners then prepare the various payment requests for transmission to the Country Office;
  • Prepare payment requests for rent and recurring services invoices.

Human ressources

  • Ensure that the attendance sheets of the staff of the
  • Field office;
  • Monitor and manage personnel files by ensuring the application of procedures related to Human Resources management (leave monitoring, contracts, evaluations, time sheets, etc.)
  • Have staff sign contracts and amendments and send it to the Human Resources unit at the Country Office;
  • Make badge renewal requests and send them to the Country Office.

Fleet of Vehicles / Travel:

  • Manage fuel, prepare consumption reports and update the management base (fleet wave);
  • Ensure compliance with travel-related procedures and prepare travel documents (mission order, mission request, security clearance);
  • Make hotel reservations for missionaries.
  • For this mission, you will need to have the following skills;
  • Good organizational skills, the ability to work under pressure, in a team, to perform several tasks at the same time.
  • The C nowledge policies, the United Nations rules; Fluency in a second official WFP language, training and / or experience in the use of Information and Management Systems, knowledge of FAO / WFP financial regulations would be an asset.

Desired Experience and Qualifications Required:

  • Have a high school diploma, supplemented by a post-secondary certificate in management, banking, finance, accounting, economics in general.
  • Have at least nine (9) months of work experience in the field of general administration, financial / accounting support;
  • Ability to use standard office equipment such as computer photocopiers and scanners;
  • Knowledge of standardized business support routines and working methods;
  • Knowledge of standard office software, Outlook, Word, Excel, PowerPoint;
  • Shows tact and courtesy in giving and receiving information with a variety of people;
  • Ability to meet deadlines and follow clear instructions.


  • Fluency in French (oral and written).

WFP is committed to promoting an inclusive work environment in which diversity is valued and where no form of discrimination is tolerated. We promote the leadership of women within our organization and aim to achieve parity in our teams in West and Central Africa. Qualified female candidates are therefore particularly encouraged.


Recommend your friend

Copyrights 2017. All rights reserved | Technology Partner: Indev Consultancy Pvt. Ltd