Business Support Assistant_Supply Chain_SC4

The Business Support Assistant provides business and administrative support to logistics and supply chain operations to facilitate efficient service delivery. The role includes documentation management, data processing, reporting, commodity tracking, contract administration, inventory record management, and coordination of routine logistics activities, ensuring compliance with WFP procedures and standards.

Responsibilities

• Support the implementation of logistics and supply chain activities to ensure the timely and efficient delivery of commodities and services, including commodity tracking, transport coordination, monitoring of Home-Grown School Feeding (HGSF) and other programme activities, monitoring stock levels and commodity movements at cooperatives, schools, and partner facilities, and maintaining accurate logistics records and routine operational reports.
• Provide administrative and business support to the Supply Chain Unit through data collection, document preparation, records management, correspondence, invoice processing, document verification, and other routine administrative and financial transactions.
• Maintain organized and audit-ready filing systems and respond to operational queries in a timely manner.
• Maintain, update, and verify supply chain information in WFP corporate systems and databases, ensuring the accuracy and integrity of operational data.
• Support the preparation of regular reports on commodity movements, warehouse activities, stock levels, transport performance, cooperative deliveries, and school feeding distributions, while maintaining tracking tools and dashboards to support operational monitoring and decision-making.
• Support warehouse and inventory management activities, including stock reconciliation, inventory record updates, physical stock counts, warehouse inspections, and monitoring of storage conditions.
• Identify and report stock variances, losses, damages, and other inventory-related issues to support accountability and effective inventory control.
• Assist in vendor and partner management by maintaining vendor records, contract documentation, invoice tracking, and service provider performance records.
• Liaise with transporters, warehouse operators, cooperatives, schools, cooperating partners, and other stakeholders to facilitate smooth implementation of logistics activities and collect market and operational data to support planning and vendor management.
• Support compliance with WFP policies, procedures, internal controls, and documentation requirements.
• Assist with audits, monitoring activities, inventory verification exercises, and compliance reviews; identify opportunities to improve logistics and business support processes; and perform other related duties as required to support efficient supply chain operations.
• Undertake other related duties and responsibilities as assigned.

Requirements

• Completion of secondary school education.
• A post-secondary certificate in Logistics, Supply Chain Management, Business Administration, Procurement, Accounting, or a related field is desirable.
• At least four (4) years of progressively responsible work experience in logistics, supply chain operations, business support, administration, warehouse operations, inventory management, or a related field.
• Experience in humanitarian or development organizations is desirable.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Experience in data entry, records management, and report preparation.
• Knowledge of logistics and supply chain processes.
• Ability to maintain accurate records and manage multiple tasks simultaneously.
• Strong organizational, communication, and interpersonal skills.
• Ability to identify discrepancies and escalate issues appropriately.
• Experience using ERP, SAP, or WFP corporate systems is desirable.
• Fluency in oral and written English (Level C)

Skills

• Logistics Management
• Supply Chain Management
• Business Support
• Warehouse Operations
• Inventory Management
• Data Entry
• Records Management Projects
• Report Preparation
• MS Excel
• MS Word
• Microsoft Outlook
• ERP Systems
• SAP
• Commodity Tracking
• Contract Administration
• Documentation Management

Languages

English