Description:
The Business Support Assistant will be based in WFP Sindh Provincial Office in Karachi. This position is vital for ensuring the operational excellence of the McGovern-Dole School Meals programme with a focus on providing standard business support for the MGD team, to facilitate effective programme work. The incumbent will be reporting to the international Programme Policy Officer who will be the Project Manager and will also support the Programme Policy Officer outposted to the government.
KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
- Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
- Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
- Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
- Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
- Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
- 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.
- Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
- Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
- Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
- Any other task in line with the position level and expertise.
OTHER SPECIFIC JOB REQUIREMENTS: Based within the WFP Provincial Office in Karachi and reporting to the school meals Project Manager, the Business Support Assistant will:
- Provide guidance on routine business support methods and practices to Provincial Office colleagues to ensure services are delivered consistently and to the required standards.
- Work with a team, taking on feedback where appropriate to assist in business support delivery for staff.
- WINGS related tasks: Creation of purchase requisitions for programme level activities; Creation of purchase orders /Service Outline agreements for Field level agreements and AWPs; Posting of goods receipts and service entry sheets for programme unit
- Responsible for invoice processing in Invoice Tracking System
- Province wise monthly record keeping of all invoices related to the MGD programme.
- Travel focal point for school meals, managing all travel related tasks.
- Close coordination with respective within finance, Supply Chain, Security, Human Resource and admin units.
- Provision of administrative support for arrangements of meetings, training, and relevant seminars/workshop.
- Perform other related duties or assignments as required by the Project Manager and other senior project staff.
Education & Experience Education: Completion of secondary school education (Grade 12). A post-secondary certificate or Bachelors degree in the related functional area, Business Administration, Computer Sciences or Social Sciences is desirable.
Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
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.