Business Support Assistant (Supply Chain) Verified listing

JOB PURPOSE

To deliver a wide range of business support processes and activities as executive assistant and also for the business unit of Supply Chain, to facilitate effective service delivery.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

Under the direct supervision of the Head of Supply Chain, the incumbent will perform the following duties.
1. Provide dedicated executive assistant support to the Head of Supply Chain.
2. Coordinate and provide a full range of support services, including follow-up actions, resolution of issues and unforeseen situations, for the effective functioning of business operations.
3. Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
4. Respond to standard queries and provide timely and accurate guidance.
5. Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources
6. Manage and maintain records and databases, to ensure information is organised and readily available for staff.
7. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
8. Proofread reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
9. Contribute to improvement of business procedures and processes.
10. Collect and perform basic analysis of data to contribute to quality business information management.
11. Support the SC units in coordinating procurement and invoice processing related to logistics asset management.
12. Act as the unit’s travel focal point to arrange travel for all staff, including booking tickets, ensuring timely delivery, and verifying compliance with WFP Travel Guidance.
13. Support the unit heads in briefing staff on administrative matters, including visas, licenses, security, and documentation requirements.

14. Assist in arranging meetings and workshops by recommending venues, making bookings, coordinating with the Management Services, and ensuring necessary equipment and communication facilities are available.
15. Assist in preparing office budgets related to travel expenses and maintain budgetary control records to monitor spending.
16. Utilize digital tools to improve operational efficiency, reporting, and record management.
17. Perform other related duties as assigned in line with the position level and expertise.

Education:

Completion of secondary school education. A post-secondary certificate or bachelor’s degree in business administration, Economics, Commerce, Law, supply chain, social sciences, or related functional area is desirable.

Experience:

• 5 years of progressively responsible work in the relevant business stream with experience in general administration work, travel, transportation, inventory, facilities, especially with the UN or other International Organizations.
• Has demonstrated an ability to perform all routine administrative activities in line with WFP's operating standards through day-to-day work.
• Experience supporting provision of ad-hoc technical guidance to new staff members.

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages.
• Good knowledge of common business principles and processes, practical business support methods, procedures and systems used in area of work to complete processes under minimal supervision.
• Excellent communication skills to collaborate with the wide range of individuals to provide comprehensive support service provision.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff
• A high sense of confidentiality and ethics.

Language:

Fluency in both oral and written communication in English & Urdu.