KEY ACCOUNTABILITIES (not all-inclusive)
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.
- Minimum secondary school education, including or supplemented by courses related to the area of work.
- 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.
- Fluency in both oral and written communication in English and Fijian.