Business Support Assistant (réceptionniste), G3

Business Support Assistant (Réceptionniste)

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.

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.

Contexte

The World Food Programme is dedicated to fighting hunger worldwide, aiming to achieve Zero Hunger by 2030, providing vital food assistance to the most vulnerable populations.

In Burkina Faso, the WFP works closely with the government and humanitarian partners to address the needs of communities affected by multiple crises. The country faces numerous socio-economic and humanitarian challenges requiring targeted interventions to strengthen the resilience of vulnerable individuals and improve their access to essential services. The WFP places a special emphasis on women and children to ensure their access to nutritious food, essential for a healthy and productive life.

Committed to supporting national priorities, the WFP operates in several regions of the country, particularly through resilience, nutrition, food assistance, and logistical support programs. Its actions aim to enhance food and nutritional security.

Objectives

To accomplish various routine management support tasks to ensure that staff members receive the necessary support.

Principales Responsabilités

Under the supervision of the unit head, the Administrative Assistant will be responsible for providing administrative support to teams and/or support in a specific management area, including:

• Collecting, sorting, and distributing mail, reports, and other documents to meet staff requirements within the applicable deadlines;
• Answering routine inquiries and escalating certain points to higher levels when necessary to provide timely and reliable service;
• Reviewing documents, such as standard reports or correspondence, to contribute to the accuracy of staff writings;
• As appropriate, proposing a set of standard management support activities to contribute to the efficiency of operating procedures;
• Making travel reservations or participating in the organization of events to help staff work effectively;
• Helping to manage office files, documents, and records in accordance with established systems and procedures, so that information is readily available and accessible to staff;
• Performing routine data entry tasks in accordance with established systems to ensure that information is organized and accessible to the management team;
• Updating and maintaining appropriate databases and files to ensure that information used is accurate, structured, and accessible, facilitating compliance with reporting requirements;
• Maintaining records and databases to ensure that data and files are properly stored and updated in accordance with established standards;
• Performing a range of customer service tasks to support and provide prompt, efficient, and effective service execution;
• Serving as a point of contact for internal and external service requests from the WFP, the humanitarian community, and government entities to provide timely information and ensure service delivery;
• Liaising with internal and external counterparts to ensure that WFP rules and regulations and best practices are followed throughout the service delivery process;
• Collaborating with specialized functions to organize the delivery of products/services so that the offered products/services meet the client's demand;
• Following up with relevant units to verify the status of requests and proactively update clients on their requests;
• Working and exchanging information with internal counterparts to keep an updated catalog of products and services.

Livrables à la fin du contrat:

1. Gestion Administrative

• Traitement du courrier: Collecte, tri, diffusion et archivage selon les délais.
• Révision de documents: Relecture de rapports et courriers pour garantir leur exactitude.
• Réponses aux demandes: Gestion des questions courantes et escalade des cas complexes.
• Création des comptes fournisseurs: élaborer un plan de création, de suivi des comptes fournisseurs

2. Gestion des Données

• Saisie et mise à jour: Entrée de données dans les systèmes internes.
• Bases de données: Actualisation régulière pour garantir l'accessibilité et la fiabilité.

3. Service à la Clientèle

• Traitement des demandes: Suivi des requêtes internes et externes.
• Point de contact: Interface avec les partenaires (PAM, ONG, gouvernement).
• Catalogue de services: Maintien et diffusion d'un répertoire des produits/services.

4. Coordination et Conformité

• Collaboration interservices: Coordination avec les unités spécialisées.
• Respect des normes: Application des procédures et bonnes pratiques du PAM.
• Suivi des prestations: Vérification de l'état des demandes et communication proactive.

Qualifications & Experience Requises:

Education: Avoir obtenu au minimum le Baccalauréat. Un certificat d'études post-secondaires dans le domaine fonctionnel considéré est souhaitable.

Experience: Avoir au minimum 3 ans d'expérience professionnelle dans le domaine de la reception ou de l'accueil. Maîtrise des outils bureautiques (Word, Excel, PowerPoint, Outlook). Connaissance des systèmes de gestion documentaire et de bases de données. Capacité à utiliser des plateformes de gestion administrative (ex. : ERP, SAP, etc.) est un atout. Aptitude à utiliser du matériel standard de bureau, comme des photocopieuses et des scanneurs. Connaissance des pratiques et des méthodes normalisées d'aide à la gestion. Aptitude à faire preuve de tact et de courtoisie lors des échanges d'informations avec des personnes d'horizons divers. Souci du détail pour déceler les anomalies dans les données. Aptitude à respecter les délais et à suivre des consignes claires.

Compétences Additionnelles: Bonnes aptitudes en communication écrite et orale. Discrétion, intégrité et sens du service.

Langues: Maîtrise du français et connaissance de base de l'anglais sera un atout.

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact: global.inclusion@wfp.org

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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 <a href="mailto:global.hrerecruitment@wf