Business Support Assistant (Administration), G5, Nairobi at World Food Programme (WFP)

Job Description

The World Food Programme is the food assistance branch of the United Nations and the world’s largest humanitarian organization addressing hunger and promoting food security.

KEY ACCOUNTABILITIES  (not all-inclusive):

Office Administration and Management

Plan and deliver the unit’s administrative services including office supplies and stationery, timely. As the travel focal point – contribute to the overall development, planning, and implementation of travel and related administrative processes through the SOP ensuring adherence to rules and regulations. Collect and perform basic analysis of data to contribute to quality business information management. Consolidate and manage leave plans for the unit. Facilitate unit meetings and workshops by providing relevant administrative support such as secure meeting rooms and workshop venues, drafting guidance notes for travel, and drafting relevant communication for participants among others. In liaison with the Administration Unit, ensure that the office facilities are in good condition. Report any breakages or malfunctions in the office, organize cleaning services and appropriate repairs. Manage and maintain office records and databases, to ensure information is organized and readily available for staff to support the effective work in the unit. Proofread correspondence, memos, notes for the record etc., making changes in line with established guidelines where appropriate and route for signature. Respond to standard queries and provide timely and accurate guidance. Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.

Cash Assistance Delivery Support

Contribute to the planning and delivery of cash assistance delivery to beneficiaries. Ensure that all planning actions are performed on the corporate cash delivery systems for the timely transfer of cash to beneficiaries. Liaison with the relevant activity managers to monitor the availability of funds for monthly cash transfers and communicate any breaks in time for prompt resolution. Ensure that Purchase Requests (PRs), Purchase Orders (POs) and related contracts and supporting documentation are in place for the timely delivery of cash.

Procurement

Coordinates field offices and other staff in the unit to compile the annual procurement projections and assist procurement with the assessment and selection of suppliers for service and equipment maintenance. As the focal point for SO1Micro Purchase Order (MPO) ensure micro procurements are done in adherence to the Standard Operating Procedure (SOP). Raise Purchase Requests and ensure all purchases are made within approved cost limitations that they are traced, tracked, and expedited and received. near ViReceive, invoices/manifest and verify receipts of goods, pouches and other supplies. Dispatch goods/items to various field locations accordingly.

QUALIFICATIONS AND EXPERIENCE:

Education:  Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience:  Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge and Skills:

Knowledge of specialized common business practices and methods, gained through relevant technical training and experience. Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service. Ability to carry out basic data analysis and independently rectify problems requiring attention. Ability to monitor and record financial transactions. Good communication skills required to give and receive information and work with a variety of individuals. Ability to maintain confidentiality

Language:

Fluency in both oral and written communication in English