Business Support Assistant SC5 - Programme Support, Coordination and Knowledge Management

About the role

The World Food Programme (WFP) is recruiting a Business Support Assistant (SC5) in Lusaka, reporting to the Business Support Associate. The post delivers standard business support processes for the Programme Unit, including Field Offices, to help ensure effective and efficient service delivery.

Key responsibilities

• Integrated portfolio planning and coordination: maintain a centralised programme workplan and activity tracker, manage a real-time calendar of field activities, workshops, donor engagements and reporting deadlines, schedule recurring meetings, and track management action items and escalations.
• Workflow coordination: oversee the end-to-end concept note workflow, quality-check and track Note for Record (NFR) processing, review and track official letters and correspondence requiring clearance, route documents for approval, monitor lead times and deadlines, and follow up on pending actions.
• Provide day-to-day business-process guidance to Programme and Field Office colleagues on approval workflows and documentation requirements.
• Knowledge management: govern the central Programme document repository (MS Teams/SharePoint), maintain a standard directory structure, enforce naming conventions and version control, keep templates and tools quality-assured, and archive concept notes, FLAs, mission reports and correspondence records.
• Programme management support: organise bi-weekly review meetings, compile management briefs and talking points, follow up on decisions, and support coordination of missions, workshops and field visits, including logistics and brief packs.