Business Support Assistant, SC4 at World Food Programme (WFP)

JOB PURPOSE

To deliver standard business support processes for the Office of Inspections and Investigations (OIGI) and facilitate effective service delivery.  

KEY ACCOUNTABILITIES (not all-inclusive)

• Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
• Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
• Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
• Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
• Support Asset Management.
• Support the onboarding of temporary staff, liaise with HR for contract issuance and extensions. Support the onboarding process for newly appointed staff; support the separation process at the end of a contract.
• Create PRS and MPOs as per WFP regulations and finalise related payments.
• Prepare AP Memos and BCS documents as required to process staff reimbursements.
• Make travel arrangements and support events, manage related payments.

STANDARD MINIMUM QUALIFICATIONS

• Education: Completion of secondary school education and a post secondary certificate or diploma in business administration or related field.
• Experience: Four (4) or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.

Language:  Fluency in both oral and written communication in English.