Business Support Assistant
Organizational Context
The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives by providing food assistance in emergencies and working with communities to improve nutrition, strengthen food systems, and build resilience. WFP in El Salvador implements its Country Strategic Plan (CSP) 2022-2027, aiming to enhance national capacities for inclusive, resilient, and sustainable food systems, with a focus on school feeding programs.
Job Purpose
The Business Support Assistant will be responsible for diligently and with high quality, executing administrative services with optimization and coherence to provided policies and regulations. This role requires interpersonal skills, tact, respect, and cordiality, focusing on internal client and supplier service to achieve process efficiency. The incumbent will report directly to the Head of Programme, with technical supervision from the Support Services area. Key responsibilities include coordinating operational and administrative services, supporting logistical and administrative planning for events, maintaining and updating tracking tools and databases, gathering information for reports, and assisting with ordinary administrative and financial tasks to ensure effective resource management.
Responsibilities
The Business Support Assistant plays a crucial role in coordinating and overseeing operational and administrative services within a unit. This involves managing national and international travel arrangements for personnel, consultants, and partners, including processing travel authorizations, logistical planning, and financial reconciliations. The role also supports the logistical and administrative planning of workshops, meetings, and field visits, ensuring seamless execution of program-related events. Maintaining and updating tracking tools, databases, and reports is essential for consolidating information and facilitating timely coordination of administrative and programmatic processes. The assistant gathers information for document drafting and report preparation, and supports the processing of routine administrative and financial tasks. They also assist with office facilities, assets, and policy compliance, identifying needs to enhance operational efficiency and cost-effectiveness. Furthermore, the role involves preparing requisitions and purchase orders, maintaining systems and records for data accuracy and accessibility, and ensuring administrative processes align with WFP policies. Identifying data discrepancies and providing guidance to less experienced colleagues are also key responsibilities, all contributing to the continuous improvement of administrative services and efficient program implementation.
Work Experience
The role requires strong administrative and operational support skills. Responsibilities include coordinating and tracking national and international travel, managing logistical arrangements for events, maintaining databases and reports, and assisting with administrative and financial tasks. The position also involves preparing requisitions and purchase orders, maintaining records, and providing guidance to less experienced colleagues. A key aspect is ensuring the integrity and availability of data for efficient operations.
Skills
Administrative Support, Logistical Coordination, Database Management, Report Preparation, Financial Task Processing, Office Asset Management, Procurement Support, Data Integrity Maintenance, Interpersonal Skills, Customer Service