Business Support Assistant SC 5 - Roster for the Caribbean Multi-Country Office
Organizational Context
The World Food Programme (WFP) Caribbean Multi-Country Office (MCO), based in Barbados, supports 22 countries and territories. It focuses on capacity strengthening in areas like vulnerability analysis, supply chain management, and climate risk financing. In crises, WFP provides direct assistance and emergency logistics, working with partners to serve vulnerable communities across the Caribbean.
Job Purpose
The Business Support Assistant will provide essential administrative and operational support across various functional areas within the WFP Caribbean Multi-Country Office. This role is crucial for the efficient delivery of specialized, client-focused services, ensuring the effective utilization of resources and adherence to WFP policies. The assistant will contribute to the smooth functioning of Management Services, Finance, Human Resources, Programme, Logistics, Procurement, IT, and Communications by performing a range of administrative tasks, maintaining accurate records, and responding to stakeholder inquiries. The position requires adaptability, strong organizational skills, and the ability to support operational activities, including potential emergency response efforts, thereby contributing to WFP's mission of saving lives and changing lives.
Responsibilities
The primary responsibility is to provide comprehensive administrative, operational, and business support services to ensure the efficient execution of program and corporate activities. This involves preparing and reviewing various documents, including reports, correspondence, and presentations, to aid informed decision-making. The role requires responding to routine inquiries from stakeholders, offering accurate information and guidance in line with established policies. Maintaining organized filing systems and databases is crucial for data accuracy and accessibility. Support extends to various processes such as finance, logistics, procurement, human resources, communications, and IT, depending on the assigned function. Key tasks include monitoring workflows to ensure timely task completion, assisting with data collection and basic analysis, and coordinating meetings, events, and travel arrangements. Building and maintaining effective working relationships with colleagues and external partners is essential for collaboration. The position also involves identifying opportunities for process improvement, contributing to efficiency initiatives, and potentially providing guidance to junior staff. In emergency situations, support for response activities, including potential deployment to affected countries and working beyond regular hours, may be required.
Work Experience
Requires a minimum of five years of progressively responsible experience in general administrative support. Preference is given to experience within relevant business functions.
Skills
Administrative Support, Data Analysis, Record Keeping, Communication, Interpersonal Skills, Problem Solving, Time Management, Organizational Skills, Attention to Detail, Adaptability, Microsoft Office Proficiency, Emergency Response Support