Business Support Assistant (management Services)

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and building a pathway to peace and prosperity. WFP operates in diverse and challenging environments, utilizing food assistance to support people recovering from conflict, disasters, and climate change impacts. The organization values integrity, collaboration, commitment, humanity, and inclusion.

Job Purpose

The Business Support Assistant will provide crucial administrative support to the Management Services Unit in WFP Armenia, which is experiencing increased operational demands. This role is essential for ensuring the smooth and efficient processing of administrative transactions, including travel, system entries, supplier coordination, asset management, and logistical arrangements for events. The assistant will help manage procurement actions, maintain accurate records, support event logistics, and assist with fleet and storage management. By ensuring timely service delivery and compliance with WFP procedures, this position directly contributes to the unit's capacity to handle a high volume of activities and support major upcoming international conferences, thereby maintaining operational efficiency and effectiveness.

Responsibilities

The Business Support Assistant plays a crucial role in ensuring the smooth and efficient operation of administrative processes within the World Food Programme (WFP). Under the guidance of the Finance Officer and direct supervision of the Senior Management Services Associate, this position involves processing administrative transactions and maintaining accurate records in WFP systems. Key responsibilities include supporting minor procurement actions, such as preparing Requests for Quotations (RFQs), comparing prices, and managing vendor documentation. The assistant will also communicate with suppliers to confirm orders, deliveries, and resolve any arising issues. Furthermore, they will provide logistical support for in-house meetings and workshops, including catering arrangements. Managing office assets and stationery, including tagging, inventory checks, and stock replenishment, is another vital duty. The role also encompasses assisting in the disposal of written-off inventory and coordinating the cleaning and upkeep of storage areas. Additionally, the Business Support Assistant will aid in fleet management by preparing vehicle reports and maintaining records. A significant aspect of the role is ensuring compliance with WFP procedures and timely service delivery, performing general administrative tasks like filing and correspondence, and providing reception backup as needed. The deliverables emphasize accurate and timely processing of financial documents, efficient procurement, effective supplier communication, well-organized logistics, maintained asset and inventory records, and comprehensive administrative support.

Work Experience

Requires at least 4 years of general administrative experience. Must possess broad or specialist knowledge of administration best practices, techniques, and processes, along with a good understanding of WFP standards and infrastructure. Demonstrated ability to perform routine administrative activities according to WFP standards is essential. Proficiency in using standard office equipment and software packages like Microsoft Word is necessary. The role also demands tact, courtesy, attention to detail for data accuracy, and the ability to meet deadlines and follow instructions.

Skills

Administrative Support, Procurement Support, Supplier Communication, Logistics Coordination, Asset Management, Fleet Management, Record Keeping, Office Software Proficiency, Attention to Detail, Deadline Management

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