Business Support Assistant (supply Chain) - SC5 - Islamabad

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and using food assistance to build peace and prosperity. WFP operates in diverse and challenging environments, providing critical support to people affected by conflict, disasters, and climate change. We are committed to fostering an inclusive, skilled, and high-performing workforce.

Job Purpose

The Business Support Assistant (Supply Chain) will provide comprehensive executive assistant and business support services to the Head of Supply Chain and the Supply Chain unit in Islamabad. This role is crucial for ensuring the effective and efficient functioning of supply chain operations by managing administrative tasks, coordinating services, and facilitating information flow. The incumbent will support daily business operations, process routine administrative and financial tasks, manage records, and assist with procurement and invoice processing. Additionally, the role involves coordinating travel arrangements, briefing staff on administrative matters, and assisting with meeting and workshop logistics, all while contributing to process improvements and maintaining accurate data for informed decision-making.

Responsibilities

The Business Support Assistant (Supply Chain) role at the World Food Programme (WFP) involves providing comprehensive administrative and executive support to the Head of Supply Chain and the broader Supply Chain unit. Key responsibilities include coordinating business operations, managing correspondence, and responding to standard queries to ensure efficient service delivery. The role requires meticulous collation of information for reports and documents, processing administrative and financial tasks, and maintaining organized records and databases. Additionally, the assistant will manage relationships with various stakeholders, proofread documents, and contribute to the improvement of business procedures. A significant part of the role involves coordinating procurement and invoice processing for logistics asset management, acting as the unit’s travel focal point by arranging travel and ensuring compliance with WFP guidelines, and assisting staff with administrative matters such as visas and documentation. The position also supports the arrangement of meetings and workshops, assists in preparing office budgets for travel expenses, and maintains budgetary control. Utilizing digital tools to enhance operational efficiency and reporting is crucial. The role requires a secondary school education, with a preference for post-secondary qualifications in relevant fields, and at least five years of progressive experience in general administration, travel, or logistics, preferably within international organizations. Proficiency in English and Urdu is essential.

Work Experience

Requires 5 years of progressive work experience in the relevant business field. Experience should include general administration, travel, transportation, inventory, and facilities management. Preference is given to candidates with experience in UN or other international organizations. Must demonstrate the ability to perform routine administrative tasks according to operating standards.

Skills

Business Support, Executive Assistant Support, Administrative Tasks, Financial Tasks, Record Management, Data Analysis, Procurement Support, Invoice Processing, Travel Coordination, Budget Management, Digital Tools Utilization, Communication, Problem-Solving, On-the-job Training, Confidentiality, Ethics

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