DEADLINE FOR APPLICATIONS2 July 2025-23:59-GMT+07:00 Western Indonesia Time (Jakarta)
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 worldโs 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).
JOB TITLE: Business Support Assistant
TYPE OF CONTRACT: Fixed-Term
GRADE/ LEVEL: General Service/ Level 5
UNIT/DIVISION: Management Office
DUTY STATION: Jakarta, Indonesia
ORGANIZATIONAL CONTEXT
The position is based in the Indonesia Country Office. The incumbent will report directly to the Country Director with functional supervision on the dedicated tasks from the respective functional unit head. The incumbent is expected to take responsibility for completion of a range of business support activities requiring some interpretation of standard guidelines/practices.
THE ROLETo deliver a range of tasks and activities in support of the Country Representative and Deputy Country Director, to ensure the smooth operation of WFP Indonesia front office, senior management communication, documentation, business support and Human Resources processes.
KEY ACCOUNTABILITIES
Business Support to the Management Office
- Performs, under minimal supervision, the full range of executive support functions to the Country Director (CD) and the Deputy Country Director (DCD), including maintaining calendar/schedules; Receives visitors, places and screens WhatsApp/ calls and answers queries with discretion.
- Performs a variety of administrative duties, including preparing and/or processing administrative requests/documents (e.g., travel requests, transportation, expense claims, visa applications, etc.) for the CD and the DCD.
- Drafts correspondence and reports, as required, on general administrative or specialised tasks which may be of a confidential nature within the assigned area of responsibility.
- Manage the WFP Indonesia Country Office Calendar, ensuring it is kept up to date and shared regularly.
- Draft, finalise and circulate meeting minutes, including but not limited to AllโStaff Monthly and Senior Management Team meetings.
- Support the Head of Enabling Services in the tracking and processing of all protocol procedures for DCD, CD, other international staff and visitors.
Senior Management Communications Support
- In close coordination with the Head of Strategic Engagement, ensure that Country Director and Deputy Country Director social media accounts (on behalf of WFP) are kept updated.
Business Support to the Human Resources Unit
- Keep WFP Indonesia All Staff Leave Calendar updated, and regularly shared
- Provide administrative HR support to ensure that monthly payroll is generated in a timely manner, as per corporate processes.
- Significantly contribute to ensuring a smooth recruitment process for all new positions by providing the HR Officer with support to schedule written assessments and interviews, and consistently track all recruitment processes, including medical clearance.
- Utilizing Workday and other WFP Corporate systems as needed, keep HR data/information updated and well-monitored as per the guidance of the HR Office
- Regularly monitor staff absence (leave, USL, CSL, DT) to ensure that the leave calendar and Workday are aligned.
Event Management
- For all non-programme-specific events (in-office or external venue), function as the key focal point to ensure their smooth operation.
- Maintain invitation list, including formulation, dissemination, and confirmation of attendance.
- Ensure the invitations/RSVP list is well-managed and disseminated in a timely manner.
- Ensure all required administrative processes are completed, including proper venue booking and management, as well as catering.
- Provide support on-site (in-office and/or external venue) for the registration list
- Manage payment of any allowance (according to UN Harmonized rates), as per policy (either through 3rd party or directly).
- Draft, finalize and circulate letter of thanks.
- Collate and disseminate any photographic documentation, via approved platforms, as per the guidance of the Head of Strategic Engagement.
Travel Focal Point
- Manage all travel-related matters for WFP Indonesia, both staff and non-staff travel, including making all necessary reservations and related payments, coordinating with travellers to ensure all required documents and bookings are prepared in a timely manner, and booking hotel accommodations for staff and non-staff travelling to Jakarta, as requested.
- Initiate and process Travel Authorizations (TA) and Travel Expense Claims (TEC), including obtaining budget certification and approvals.
- Perform calculation of applicable DSA rates; review and validate other travel claims submitted for reimbursement; assist other staffs on the issue related to travel process and calculation;
- Ensure all travel processes comply with WFP Travel Procedures and provide guidance and coaching to staff and non-staff on using WE Travel and other travel-related systems effectively.
- Follow up with the travel agent to ensure timely submission of invoices and following proper air ticket payment process for finance verification, the management approval to process final payment on time.
- Maintain a professional relationship with the travel agent to ensure high-quality service and competitive pricing.
- Provide travellers with up-to-date information on travel requirements, both domestic and international, in accordance with WFP Travel Procedures.
Vendor Focal Point:
- In close coordination with the Procurement Officer function as the focal point for Vendor Master Data (VMD), including preparation of vendor creation, activation, amendment, etc.
- Ensure vendor list is kept up to date.
QUALIFICATIONS AND EXPERIENCE:
Education: Completion of secondary school education. A post-secondary certificate(s). In the related functional area, training or courses in human resource management, business administration, business management, communications are desirable.
Experience: Minimum five (5) years of relevant working experience. Proficiency with Microsoft Application- good communication skills and ability to work effectively and correctly on multiple activities, simultaneously, at times with short deadlines.Language: Fluency in both oral and written communication in the UN language in use at the duty station and Bahasa Indonesia.
Knowledge and Skills:- Knowledge of specialized common business practices and methods, gained through relevant technical training and experience.
- Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.
- Ability to carry out basic data analysis and independently rectify problems requiring attention.
- Ability to monitor and record financial transactions.
- Good communication skills required to give and receive information and work with a variety of individuals.
- Has experience working with teams across different functional area
- Ability to maintain confidentiality
WFP LEADERSHIP FRAMEWORK
WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.
Click here to access WFP Leadership Framework
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 with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION
We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).
Once your profile is completed, please apply, and submit your application.
Please make sure you upload your professional CV in the English language
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 global.hrerecruitment@wfp.org in case you face any challenges with submitting your application
Only shortlisted candidates will be notified
All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.
No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
- In close coordination with the Head of Strategic Engagement, ensure that Country Director and Deputy Country Director social media accounts (on behalf of WFP) are kept updated.