Business Support Assistant, SC L4

DEADLINE FOR APPLICATIONS

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 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.

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).

Background:

Under the direct supervision of the Logistics Assistant / Logistics Officer, the Business Support Assistant (SC‑4) provides essential administrative and operational support to ensure smooth and timely clearance approvals for the movement of trucks transporting humanitarian cargo across states in Sudan.
The position supports documentation, coordination, filing, and follow-up with relevant authorities to facilitate uninterrupted humanitarian access.

Purpose of the Position

Purpose of Assignment To ensure efficient, compliant, and safe movement of humanitarian cargo by:

To support the Logistics Unit by ensuring timely preparation, submission, tracking, and documentation of all movement clearance requests required for trucks moving from state to state within Sudan.

The role ensures that all required clearances are obtained and properly recorded, routing information is updated, and communication with authorities and internal staff is maintained.

 Key Responsibilities (Duties & Tasks)

A. Movement Clearance Support

Prepare and submit movement clearance requests for trucks transporting humanitarian cargo within Sudan. Ensure all required documents (cargo lists, waybills, letters, memos) are complete and correctly formatted prior to submission. Follow up daily with relevant authorities (state administration, HAC/line ministries, SAF focal points) to obtain timely clearance approvals. Update drivers, transporters, and internal teams on the status of clearances, approval validity periods, and any special conditions. Assist in checking and recording route recommendations provided by SAF or other security bodies. Support the Logistics Assistant/Officer in obtaining rerouting approvals when the original routes become unsafe or inaccessible.

B. Documentation, Filing & Data Management

Maintain an organized filing system (hard and soft copies) of all movement approvals, letters, and official correspondence. Update the movement clearance tracker daily (submission dates, approval dates, destinations, validity periods, remarks). Ensure all movement-related documentation is audit‑ready and compliant with organizational procedures. Assist in preparing weekly and monthly reports summarizing clearance performance, delays, and constraints.

C. Coordination & Communication

Liaise with Programme, Transport, Access, Security, and Field Offices to align dispatch timing with clearance availability. Communicate any delays, denials, or issues to the Logistics Assistant/Officer immediately for escalation. Provide translation of documents (Arabic ↔ English) where needed.

D. General Business Support

Provide administrative and clerical support to the Logistics Unit (photocopying, scanning, archiving, drafting letters). Support data entry and reconciliation of movement approvals with dispatch records, waybills, and POD/GRN documentation. Perform any other related duties as assigned.

 Expected Deliverables / Key Performance Indicators (KPIs)

• Timeliness: 95% of clearance requests submitted and followed up within established timeframes.
• Accuracy: 100% correct documentation submitted to authorities.
• Recordkeeping: All approvals properly filed and traceable (soft + hard copies).
• Reporting: Weekly tracker updated accurately and shared on time.
• Coordination: Effective communication with internal teams and authorities, with no missed deadlines.

 Qualifications & Experience

Education

• Completion of secondary school education required.
• Additional training in administration, logistics, or supply chain is an asset.

Experience

• Minimum 4 years of administrative, logistics, transport, Insurance or government liaison experience—preferably within humanitarian operations in Sudan.
• Experience dealing with state authorities or approvals processes is highly desirable.

Knowledge & Skills

• Strong administrative and organizational skills.
• Ability to manage multiple files and deadlines simultaneously.
• Proficiency in MS Office, especially Excel.
• Good communication and follow-up skills.
• Ability to work under pressure and adapt to changing priorities.

Languages

• Fluency in Arabic required.
• Basic working knowledge of English is an advantage.

 Supervisory Arrangements

• Reports to the Logistics Assistant (SC‑5) or Logistics Officer.
• Works closely with Programme, Access, Security, Transport, and Field Office teams.

 Competencies

• Teamwork and collaboration
• Attention to detail
• Client orientation
• Integrity and confidentiality
• Accountability
• Adaptability and problem‑solving

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

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.

• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.

• If you experience technical issues while submitting your application, you may contact us at global.hrerecruitment@wfp.org. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.

• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.

• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

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.