Business Support Assistant at World Food Programme (WFP)

This position will be based in the in Nairobi. Female candidates are particularly and highly encouraged to apply.

Duties and Responsibilities:

• Provide a full range of complex business support services to ensure effective functioning of business operations in the unit;
• Respond to a wide range of queries raised by staff;
• Revise and review correspondence and documentation, providing feedback and making amendments where appropriate;
• Assist in planning, monitoring and reconciling budget(s) to ensure that planned financial resources are available and used effectively;
• Initiate Purchase Requests/Travel Authorizations/Travel Expense Claims for Security Unit staff and raise Service Entry Sheet/Goods Receipt Notes in liaison with other Area Offices as appropriate;
• Ensure timely payment of all Security contracted services for both Country Office and Area Offices;
• As the travel focal point for the unit, ensure timely flight bookings for staff and cargo;
• Maintain and update attendance and leave records including movements/travel of security staff;
• Act as Security Training Focal Point. Maintain and update the Security training calendar and prepare training reports on a quarterly basis;
• Support the maintenance of the warden system and keep up-to-date information related to staff residences;
• Provide advice, support and/or training to junior support staff as required;
• Assist in reporting security incidents affecting WFP staff, offices and assets, and preparation of a variety of security reports as required;
• Oversee the maintenance of records and databases to ensure information is organized for easy retrieval;
• Assist the Security Unit in the implementation and compliance of all security risk management mitigating measures;
• Assess and recommend improvements to procedures and practices in the area of work;
• Assist in management and maintenance of security equipment and identify new requirements to strengthen technology capacity in line with business requirements;
• Report all cases where staff members and/or their eligible family members have been victims of crimes;
• Perform any other duties as may be assigned.

Minimum Qualifications:

Education: Completion of secondary school education. A post-secondary certificate in administration or related functional area is desirable.

Experience: Four years of progressively responsible work experience in general administration work.

Language: Fluency in both oral and written communication in English is a requirement.

Knowledge & Skills:

• Knowledge and experience in of common business processes, procedures and systems in area of work;
• Broad knowledge and understanding of security logistics, security administration, risk assessment and co-ordination with local authorities and local law enforcement agencies;
• Excellent written and oral English communication skills;
• Ability to analyze and interpret financial data and monitor budgets;
• Courtesy, tact and the ability to maintain effective working relations with a variety of people across all functions;
• Judgement and interpersonal skills to deal with clients on difficult and sensitive matters;
• Ability to train, organize, asses and coordinate the work of others;
• Experience utilizing computers, including word processing, spreadsheet and other software packages. Knowledge of UN/WFP administrative regulations and rules in the area of work is an added advantage.