Business Support Assistant G4- Fixed Term-Gambella 118 views0 applications

ABOUT WFP

Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid and special operations.

WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.

ORGANIZATIONAL CONTEXT

These positions are based in Gamebella Sub-Offices within WFP Ethiopia. This Business Support Assistant position will provide administrative support functions to the Sub Office with a general diversified focus on administration & travels, HR and for some position basic procurement activities. The incumbent will most generally be under the direct supervision of the Finance Assistant/ Associate and overall supervision of the Head of Sub-Office. At this level, work is carried out under minimal supervision. The job holder is expected to produce organized and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.

JOB PURPOSE

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.

ACCOUNTABILITIES:

1. Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
2. Respond to queries and escalate where appropriate, in order to provide timely and accurate service to clients.
3. Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
4. Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
5. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
6. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
7. Take responsibility for data integrity to facilitate the availability of accurate information in corporate systems.
8. Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
9. Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
10. Others as required.

 

OTHER POST REQUIREMENTS:

Administration

• Undertake GH related jobs (guesthouse management, etc.)
• Petty cash management, if need be
• Management and Maintenance of proper filing system for managing documents, Project documents, and administrative documents.
• Handling of all incoming and outgoing correspondence
• Arrange and organize meetings and ensure timely setting up of meeting rooms
• Knowledge of corporate Fleet Management System software.
• Knowledge of Asset Management and Travel
• Knowledge of NFI and Stationary Management
• Basic knowledge of procurement.
• Raise travel authorizations and handle required clearances and approvals for official travels of employees.

Human Resources

• In coordination with the HR unit in Jijiga and Addis Ababa, responsible for key HR activities at the Sub-Office level including but not limited to advice to employees on their overall contractual status and entitlements, support to the recruitment process through invigilating written tests, arrangements for interviews and ensuring process and documentation are in line with applicable rules for local recruitments such as casual labor and enumerators.
• Make necessary administrative arrangements to prepare for the arrival of new employees and provide them with a welcome/ orientation briefing.
• Responsible for timely and accurate time management for all of Sub-Office’s employees. This includes maintaining records of staff absences, updating the monthly attendance report, advising employees of their leave balances, consolidating accurate danger pay & overtime entitlements as applicable.
• Provide support and guidance to employees to obtain or renew UN ID cards and visas for official travels.
• Facilitate coordination for medical referrals and travels as required.
• Maintain up-to-date confidential personal files for all employees

* Perform other duties as required.

Job Requirements

Education:

Completion of secondary school education.

Experience:

• Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
• Experience in Accounting or other financial service and Human Resources is an added advantage.

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• 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
• Ability to offer guidance or basic on-the-job training to more junior staff.

Language:

• Fluency in both oral and written communication in English. Knowledge of the local language is added advantage.