Business Support Assistant SC4 Management Service

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives in emergencies and building pathways to peace and prosperity. WFP utilizes food assistance to support people recovering from conflict, disasters, and climate change impacts. We foster a diverse, inclusive, and high-performing workforce committed to our values and mission.

Job Purpose

The Business Support Assistant will provide essential administrative support to the Management Services team in Goz Beida. This role is crucial for the efficient daily management of vehicles, driver scheduling, office and guest house administration, stock management (water, fuel, office supplies), and office equipment upkeep. The incumbent will also be responsible for archive management and will provide interim support to the Management Services Assistant and Finance Assistant in their absence. Key responsibilities include contributing to country-level administrative processes, gathering and analyzing data for reporting, supporting resource management, ensuring compliance with procedures for vehicle and contract management, maintaining stock levels, safeguarding WFP assets, managing fuel stocks, overseeing guest house operations, and ensuring proper document archiving. This position plays a vital role in facilitating effective and efficient administrative services within the sub-office.

Responsibilities

The role involves contributing to the WFP country plan through efficient administrative processes, aligning with broader WFP strategies. Key responsibilities include data collection and analysis for reliable reporting to aid planning and decision-making, covering areas like lease management, operational costs, vehicle usage, and asset management. The position supports the sub-office in optimizing existing resources, monitoring equipment and facility maintenance, and identifying new requirements for efficiency and cost-effectiveness. This includes programming vehicle missions and driver schedules according to procedures, ensuring maintenance contracts are fulfilled, and managing stock levels to prevent shortages. The role also entails safeguarding WFP's movable and immovable assets, managing fuel stocks, and ensuring timely updates on relevant platforms. Furthermore, it involves overseeing the general management of the Guest House, including cleanliness, hygiene, supplies, and coordinating bookings. Responsibilities extend to welcoming guests, handling check-ins, providing briefings, collecting accommodation fees, and submitting monthly reports. The position may also involve interim duties for the Finance/Assistant role and providing support to other sub-offices as needed, in addition to any other tasks assigned by supervisors.

Work Experience

Requires at least four years of professional experience in the relevant field, with increasing levels of responsibility and administrative work experience. Basic experience in Administration and Finance is necessary, along with a high level of proficiency in administrative operating standards. Experience in managing external clients or partnerships is also beneficial.

Skills

Administrative support, Data collection and analysis, Resource management, Vehicle and driver scheduling, Contract management, Inventory management, Asset protection, Fuel stock management, Document archiving, Guest house management, Client relations, Financial reporting, Interim management, Office software proficiency, Interpersonal skills, Problem-solving, Training and mentoring, French language proficiency, English language proficiency

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