Business Support Assistant (Admin) -reannouncement
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 uses food assistance to help people recover from conflict, disasters, and extreme weather. We are committed to a diverse, skilled, and high-performing workforce operating in an inclusive environment, embodying our core values.
Job Purpose
The Business Support Assistant (Admin) will perform essential administrative functions to support the efficient operation of the office. This role involves gathering information for document drafting and report preparation, responding to administrative queries, and escalating issues as needed to ensure timely service delivery. The incumbent will manage various services including facilities, guest house, and light vehicle management, reporting any discrepancies to the supervisor. Additionally, the role supports routine administrative and financial tasks, assists in processing and managing system entries, monitors budgets, and maintains accurate records of goods and issuance. The Business Support Assistant will also help organize and support meetings, create and maintain databases, and provide guidance to junior colleagues on standard business support practices, ensuring consistent service delivery and a safe working environment.
Responsibilities
The role involves performing essential administrative functions, reporting to an administration associate or head of area office. Key responsibilities include gathering information to support document drafting and report preparation, and responding to administrative queries, escalating them when necessary to ensure timely and accurate client service. The job holder will manage facilities, guest houses, protocol, and light vehicle operations, reporting any issues to supervisors to maintain a safe and comfortable working environment. This includes processing routine administrative and financial tasks, organizing and supporting meetings, and maintaining databases and spreadsheets. The role also requires managing budget monitoring systems, processing system entries, and updating records for non-food items. Additionally, the position assists in project planning and execution, event organization, and information gathering for team initiatives. Maintaining standard systems and files for accurate information retrieval is crucial. The role also involves providing guidance on business support methods to junior colleagues to ensure consistent service delivery according to required standards.
Work Experience
Requires a minimum of four years of relevant work experience in the business stream, including general administrative or clerical tasks.
Skills
Administrative Support, Report Drafting, Query Response, Facilities Management, Guest House Management, Protocol Assistance, Light Vehicle Management, Routine Administrative Tasks, Routine Financial Tasks, Meeting Organization, Database Management, Spreadsheet Management, Daily Monitoring, SES/GRN Processing, Budget Monitoring, NFI Stock Management, Project Planning Support, Event Organization, Information Gathering, System and File Maintenance, Guidance to Junior Staff, Basic On-the-Job Training, Proficiency in Microsoft Office (Word, Excel), Understanding of Work Routines, Tact and Courtesy in Communication, Data Discrepancy Identification, Problem Rectification