Business Support Assistant

Date of Issue: 15th March 2022                              Closing Date: 28th March 2022

About WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide and the 2020 Nobel Peace Prize Laureate. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.

Why join WFP Somalia?

In Somalia, the World Food Programme provides food assistance for nutrition, livelihoods, and relief through the hard work of more than 500 employees who contribute to making Somalia hunger-free in close partnership with local partners.

Duties and Responsibilities:

Under the direct supervision of the Head of Administration and the overall direction of the Head of Area Office, the incumbent will be responsible for the following duties: 

•    Maintain incoming and outgoing mail registry as well as a proper filing system for HoAO, Programme Unit, and administrative documents.
•    Receive all invoices for support services and record them on ITS within 24 hours of receipt.
•    Travel focal point, reservation of Hotels/guest house for staff members.
•    Create TRIP documents, ensure they are approved before departure of missions.
•    Receive TECs, review for their legitimacy and accuracy, process them for payment.
•    Raise Purchase Requisitions for Non-Food Items manual and in WINGS
•    Keep track of utilities, water for guest house, office, and warehouse. Arrange timely payment to the supplier.
•    Maintain staff attendance and leave schedules for the Unit as well as the Area Office.
•    Update monthly attendance report with daily attendance sheets.
•    File approved leave forms relating to completed months in the respective staff members' file.
•    Benefits & entitlements: Obtain approvals for overtime before work is done.
•    Prepare monthly HR narrative report
•    Supervise cleaners and ensure high standards of cleanliness are maintained.
•    Order Guest house food and other supplies. Ensure good quality on receipt and monitor usage.
•    Manage office archives and records.
•    Arrange refreshments for meetings and workshops and ensure timely payment to suppliers.
•    Process protocol documents, obtain VISAs, licenses, permits for non-Somali nationals and custom 
clearances for NFIs.
•    Maintain and circulate up to date contact list for the AO
•    Organize appropriate services for events/functions and ensure accommodation availability, meals.
 internet, multimedia, stationery on the eve of the event/function.
•    Perform any other required duties as directed by the supervisor.

Results Expected
With initiative and judgment produces organized, accurate and well-documented records with well 
analyzed data and addressed unforeseen situations seeking advice and guidance from the supervisor as
 necessary.

Critical Success Factors
•    Ability to review a variety of data, identify and adjust data discrepancies. Identify and resolve operational
 problems with substantial independence. Ability to obtain or give factual information of a non-routine
 nature involving interpretation facts and requiring clarity of expression.
•    Ability to perform detailed work, frequently of confidential nature and /or to handle large volume of work
 systematically effectively and accurately.
•    Ability to train other staff regarding relevant work responsibilities. Ability to work in a team environment 
and coordinate assignments to achieve common goals. Ability to deal patiently and tactfully with people of 
different national and cultural backgrounds.
 

Minimum Qualifications:

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

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

Language: Proficiency in oral and written communication in Somali and English is a requirement.

Knowledge & Skills: 

• Excellent interpersonal and problem-solving skills
• Strong organizational skills, time management,effeciency, and ability to carry out multiple tasks successfully.
• Proficient in Data Management.

Terms and Conditions:

Contract Duration: 1 year (initial)