Business Support Assistant (Operations) at World Food Programme (WFP)

ORGANIZATIONAL CONTEXT

The role will support the Head of Field Office with finance and admin functions, as well as follow-up on security issues.

JOB PURPOSE

The role will support the Head of Field Office with finance and admin functions, as well as follow-up on security issues.

KEY ACCOUNTABILITIES (not all-inclusive)

Admin Duties:

1. Asset Management; Management of assets in the duty station through-out the lifecycle of all the assets this involves:
2. Fleet Management;Management of the fleet using the corporate tool FMS in the duty station, responsible for ensuring accurate and proper data input in the system for the efficient management of the fuel consumption, mileage coverage, maintenance cost, driver records to aid in management decision making process
3. Travel Management; Manage the bi-weekly travel plans for the duty stations by compiling the travel plans and from the different units in the sub-office
4. Accommodation/Guesthouse Management; Manage the accommodation booking requests from guests ensuring that these are actioned within 48 hours using the Accommodation Digital Office corporate tool.
5. Bulk Fuel Management; Responsible of ensuring that proper procedures are adhered to in the receipt of bulk fuel in the duty station. Ensuring all documentation is received and timely forwarded to Nairobi for duty refund applications.

Key Accountabilities.. Cont.

1. Procurement Services and Invoice Processing; Raise WINGS Purchase Requisitions for purchases of duty station assets in line with approved procurement plans and contractual rates for duty station contracted services.
2. Administration and Stores Management and Services; 
3. Records and Data Management; Manage the archived documents for the duty station in line with the corporate guidelines ensuring that archived documents are readily retrievable.
4. Security; Act as the Security Focal point and coordinate directly with the Security Operations Supports Officer based in Nairobi, for security reports, returns and processes, as when required
5. Human Resources; Support the HR functions as applicable in the duty station,
6. Perform other related duties as required.

Accountabilities.. Cont.

Finance duties:

1. Assist in providing the procedural and technical support to staff within the areas of finance and budget, to ensure compliance with WFP financial policies, rules and regulations.
2. Act as a WFP bank agent for collecting  all finances/funds for the field office including petty cash and operational advances.
3. Monitor the petty cash accounts regularly, to ensure that adequate funds are available and appropriately disbursed as well as management of any operational advances to the field office.
4. Verify vendor claims, advances and other receivables and observe appropriate procurement procedures, to ensure that suppliers are paid in a timely manner and in conformance with WFP finance rules and regulations.
5. Assist in compiling information from various sources in order to prepare reports relating to budgets, accounting, finance and statistics.
6. Monitor and record all expenses in line with the approved budget in order to ensure that correct expenditure costs are charged and payments to external suppliers invoices are processed in a timely manner.

STANDARD MINIMUM QUALIFICATIONS

Education: At least a Higher/Advanced Diploma in Administration, Finance, Management, Business and Commerce, Development, Security and law or any other related course.  A Bacholer’s Degree will be an added advantage.
Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in finance and general administrative work, preferably in an UN/NGO environment. Experience in dealing with security related matters will be an added advantage.

Knowledge & Skills:

• Knowledge of specialised 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.
• Ability to maintain confidentiality
• Good computer skills particularly Ms Office (Ms Excel and Word) and basic data analysis

Language: Fluency in English & Kiswahili

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
•  Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
•  Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
•  Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
•  Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
•  Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
•  Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
•  Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
•  Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
•  Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
•  Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
•  Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

TERMS AND CONDITIONS

• Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
• The World Food Programme DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
• WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways. 
• All employment is decided on the basis of qualifications and merit.