Job Description

KEY ACCOUNTABILITIES (not all-inclusive)

Key Responsibilities:

The Business Support Assistant serves as the point person for the products and services teams and will be responsible for the following duties:

• Maintain hard and electronic office files and records;
• Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required;
• Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology;
• Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation;
• Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin / procurements and disposal of WFP property are done and recorded accurately;
• Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings in Fiji and in the Region that may be required by WFP Fiji;
• May regulate and monitor routine provision of services related to office and project functions, manage relationship with and/or shifts from providers, as and when applicable;
• Monitor office facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time;
• Initiate purchase requisitions and micro purchase order for goods and services ensuring correct objects of expenditure and availability of funds;
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff;
• Provide a range of services, including facilities and light vehicle management, travel, protocol related, etc.
• Research and perform basic analyses of data effectively and accurately.
• The first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Arrange meeting/workshops as required.
• Perform other related duties as required.

QUALIFICATIONS

Education:

• Minimum secondary school education, including or supplemented by courses related to the area of work.

Experience:

• Three or more years of progressively responsible work experience in the relative business stream with experience in general administrative work. Working knowledge of WFP/UN administrative policies and procedures is an added advantage.

Knowledge & Skill:

• Proficient in the use of office equipment and computer software packages, including word processing, spreadsheet and other standard software packages such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Ability to set up functional tracking systems for the receipt and delivery of goods and services
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.

Language:

• Fluency in both oral and written communication in English and Fijian.