Business Support Associate (Vendor Management) – SC 6

📌 Type of Contract: Service Contract

➡️ Unit / Division: Supply Chain Unit / WFP Palestine

📍 Duty Station: Jerusalem

➡️ Duration: 12 months (renewable)

❗You are required to fill in all mandatory fields on Workday in English and upload your English CV as an attachment. Your application would be otherwise disqualified.

What will you do in this position?

This position is based in the Supply Chain Unit and supports the implementation of the Country Office’s Vendor Management and Vetting Function, established to strengthen vendor governance, support vendor onboarding and registration, enhance supplier relationship management, support market research and ensure compliance with applicable donor vetting requirements. The incumbent coordinates the administrative, quality assurance and internal control aspects of vendor registration and donor vetting for Palestine Country Office. Working closely with all the relevant WFP units, the incumbent strengthens coordination, visibility, internal controls and compliance across vendor management and vetting workflows.

To provide coordination and support to vendor management and donor vetting activities by strengthening vendor governance, vendor registration, market research and ensuring quality assurance and compliance with applicable donor requirements. The position coordinates relevant workflows and provides procedural guidance on timely vendor registration, vetting and documentation processes and ensures that records are accurate, complete, accessible and audit ready. This position will report to Supply Chain Information Management Officer.

Why work with WFP Palestine?

For decades, Palestine has been facing a protracted and complex protection and humanitarian crisis. The humanitarian situation worsened alarmingly after an upsurge in violence from October 2023.

WFP, through our dual mandate in humanitarian and development, provides life-saving food assistance to the most vulnerable and food insecure non-refugee Palestinians.

WFP provides logistics support to humanitarian and development partners, allowing them to reach more people faster, and at a lower cost to donors and the environment. By offering our cash-based transfer platform to the wider humanitarian and development community, coordinating logistics, and developing an inter-agency common feedback mechanism, WFP contributes to wider humanitarian efforts.

At WFP Palestine, we offer a wide range of benefits and entitlements for Service Contract holders. Some of them are:

✅ Competitive salaries per job level

✅ Pension contribution added to net salary

✅ Medical insurance with the possibility to enroll eligible dependents

✅ Annual leave - 30 days per year

✅ 16 weeks of parental leave for birth mothers and 4 weeks of parental leave for non-birth parent

✅ Learning & development opportunities

How can you make a difference?

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

1. Coordinate the day-to-day implementation of the Country Office Vendor Management and Donor Vetting Function to strengthen vendor governance, ensure compliance with donor requirements, support market research and effective vendor management across the Country Office.

2. Serve as a designated authorizing official in the Vetting Portal, reviewing, validating and authorizing vetting submissions and, where required, entering or updating information, in accordance with applicable donor requirements, assigned system roles, SOPs and internal controls. Ensure that submissions are complete, accurate, consistent and fully supported by the required documentation before authorization.

3. Coordinate the collection, review and prioritization of information required for vendor registration and vetting processes, ensuring supporting documentation is complete, consistent and available to facilitate timely registration, vetting, contracting and payment processes.

4. Coordinate initial vetting, re-vetting, exemption and extension processes, monitor validity periods and ensure timely follow-up of pending actions to maintain continuous compliance with donor requirements.

5. Manage centralized vendor management and vetting databases, trackers, archives and reporting tools, ensuring information is accurate, reconciled, organized, audit-ready and readily available to support operational, management and donor reporting requirements.

6. Ensure all vendor registration and vetting documentation, correspondence, approvals and supporting records are properly filed, archived and maintained in accordance with WFP

procedures and records management requirements.

7. Monitor vendor registration pipelines, registration backlogs and vetting status, coordinating follow-up with vendors and WFP units to resolve documentation gaps and operational bottlenecks affecting contracting, PO creation or payments.

8. Coordinate market research, vendor mapping and market analysis activities, consolidating market intelligence and providing inputs to vendor roster development, procurement planning and diversification of the vendor base as required.

9. Prepare and analyze monthly vetting reports, sub-awardee reports and other compliance reports, highlighting trends, backlogs, risks etc. and required management actions.

10. Conduct quality assurance reviews and reconciliations between Vetting Portal, internal trackers, vendor records and supporting documentation, identifying discrepancies and control weaknesses, ensuring corrective actions are implemented.

11. Provide technical and procedural guidance to WFP teams involved and implementing in vendor management and donor vetting activities and monitor the quality and timeliness of ensuring agreed standards and deadlines are met.

12. Liaise with Procurement, Programme, Finance, Partnerships, Risk/Compliance, Budget & Programming, Field Offices and other relevant units to strengthen coordination, visibility and compliance across vendor management and vetting workflows.

13. Support audits, donor reviews, internal compliance exercises and management requests by providing complete documentation, records and analysis, responding to queries, identifying control gaps and following up on agreed corrective actions.

14. Provide functional guidance to junior staff when required.

15. Perform other related tasks as required.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE:

Education: -Completion of secondary school education. -First University degree in Supply Chain, Logistics / Operations Management, Information Systems (MIS), Data Science / Analytics, and/ or business/public administration or another relevant field is highly desirable.

Experience: Six or more years of progressively responsible work experience in the relative stream with experience in general administrative work, data management, records management, vendor management, supply chain management, procurement or other related fields.

Knowledge & skills:

· Proficient in the use of office equipment and computer software packages, such as Microsoft Word, Excel and Power Point. · Excellent written and verbal communications skills; · High attention to detail and proofreading ability; · Good research and analytical skills; · Ability to meet deadlines and work under pressure as part of a team · Ability to work independently while asking questions and seeking support in a fast-paced work environment; willingness to work in challenging environments / field locations.

Language: Fluency in English and Arabic is required.