Business Support Assistant – Fleet and Facility Management in Hampshire

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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.

In July 2023, the World Food Programme (WFP) Zambia Country Office commenced a new five-year Country Strategic Plan (CSP), informed by, and aligned with national and United Nations priorities and global commitments under the Sustainable Development Goals (SDGs). It embraces the Government’s long-term Vision 2030; aligns with 16 key strategic areas of the 8th National Development Plan (NDP8); and contributes to the joint Zambia-United Nations Sustainable Development Cooperation Framework (UNSDCF). WFP Zambia’s integrated and pragmatic CSP shifts away from unsustainable localized and micro-level interventions to embrace more effective advocacy and engagement with national policies, systems, and programs to achieve national impact on SDG2. Given the government's commitment to budget support for nutrition, social protection, and agriculture, despite the constraints in the country’s fiscal position, WFP’s overarching strategy seeks to enable the government to meet its national priorities with better systems, expertise, and resources for implementation. This means a decisive shift of WFP’s country positioning towards the provision of innovative, sustainable, upstream technical assistance for nationally owned solutions. Advancing the global WFP Strategic Plan (2022-2025), the CSP addresses both SDG2 and SDG17 and WFP’s Strategic Results 1, 2, 3, 4, and 5. WFP will implement seven activities to achieve five strategic outcomes (SO). These SOs include responding to crises and shocks, including support to refugees (SO1); addressing the root causes of malnutrition (SO2); building the resilience, enabling environment, and market access for smallholder farmers, especially women and youth (SO3); supporting government institutions to provide social protection systems (including homegrown school meals) and disaster preparedness and response and anticipatory actions (SO4); and improving access to supply chain services for humanitarian and development actors (SO5).

REPORTING AND PURPOSE OF THE ROLE: Reporting to the Business Support Associate, G6, the incumbent will deliver standard business support services in facilities management, OSH inspections, consumables, fleet support, vendor coordination, and general office operations, ensuring accurate recordkeeping and smooth running of administrative services.

Key Responsibilities

• Fleet Support: Provide direct supervision of drivers, overseeing daily operations, duty assignments, attendance, and performance to ensure efficient and compliant transport services. Conduct daily fleet status checks, including fuel levels and basic vehicle condition, and maintain weekly vehicle service and readiness checklists. Support booking hub entries, assignments and monthly fleet reporting. Develop daily, weekly and monthly transport schedule ensuring equitable utilization of all drivers and vehicles. Support daily trip approvals and driver coordination. Assist in collecting incident/accident information when required. Track monthly facilities and vehicle repair costs for MS budgeting. Validate all fuel entry data in FMS for accuracy and completeness. Support with all fuel receipts and data for monthly fuel reconciliation. Conduct daily fleet status checks, including fuel levels and basic vehicle condition, and maintain weekly vehicle service and readiness checklists. Support the registration and decommissioning process of all vehicles.
• Facilities Management & Office Operations: Conduct daily follow-up on minor repairs and work requests with service providers. Carry out monthly utilities monitoring and reporting (electricity, water, waste, gensets). Perform daily OSH cleanliness inspections, ensure replenishment of office consumables, and identify items for recycling and/or disposal. Conduct daily grounds maintenance checks, decluttering, and coordinating weekly garbage collection. Carry out weekly security and access control verifications, including visitor logs and CCTV checks. Work with relevant stakeholders to ensure timely completion of any facility. Support with conducting periodic office inspections for preventative and corrective actions and update the maintenance plan.
• Consumables & Inventory Administration: Process daily staff consumable requests and maintain inventory logs. Conduct monthly consumables reconciliation, maintaining accurate data in standard systems. Assist in environmental and waste management by identifying recyclable materials quarterly and report sustainability metrics in collaboration with the CYE environmental sustainability focal point.
• Vendor & Logistics Coordination: Support vendor creation and verification (VCM) as required. Support logistics/clearing processes for imported supplies.
• Maintenance Support: Conduct monthly preventive facility equipment inspections (gensets, AC units, etc.). Other duties as may be assigned from time to time.

QUALIFICATIONS & EXPERIENCE REQUIRED:

• Education: Grade 12 certificate with 5 O‐levels, including English.
• Experience: Has demonstrated an ability to perform all routine administrative activities in line with WFP's operating standards through day-to-day work. Has supported in providing ad-hoc guidance to new staff members. At least 4 years of work experience in administration or transport. Able to work in a multicultural environment.
• Knowledge & Skills: Computer literacy, including proficiency in Microsoft Office (Word, Excel, Outlook). Knowledge of ICT tools, including SAP ERP, ServiceNow, ticket‐tracking systems, and data‐visualization platforms. Knowledge of office equipment such as printers, scanners, and photocopiers. Organizational and time‐management skills, with the ability to handle multiple tasks and deadlines.
• Languages: Fluency (level C) in English.

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

REASONABLE ACCOMMODATION: 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.

NO FEE DISCLAIMER: The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection.